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Chapter 6.6

Receivables Reports

Three reports about money customers owe: Aged Receivables (how late it is), the Account Statement (what is open, invoice by invoice) and the Transaction List by Customer (everything that happened with each one).

Level Beginner Time about 10 minutes to read You need Chapters 2.1 to 2.3 and 6.1 Edition November 2026 (revised 6 November 2026)
Learning objectives

When you finish this chapter you will be able to:

  1. Read an aging and decide whom to chase first.
  2. Prove that the aging agrees with the receivables ledger.
  3. Produce a list of every open invoice by customer.
  4. List all activity with one customer over a period.
REPORT 1

Aged Receivables

Reports → Aged Receivables. Every unpaid invoice is placed in a column by how many days past due it is on the chosen date.

Aged Receivables as of November 6, 2026, customer summary: columns Current, 1 to 30, 31 to 60, 61 to 90, 91 plus, Credits, Total; eleven customers totalling 51,471.76, of which 16,174.59 is current, 26,946.08 is 1 to 30 days and 8,351.09 is 31 to 60; notes; and system checks agreeing the aged total with the receivables ledger, 51,471.76
Figure 1. The aging. 1 as of date. 2 customer summary or invoice detail. 3 one customer or all. 4 only one age band. 5 Apply. 6 what the run covers; click a balance to see its invoices. 7 fold a customer open. 8 the system check that the aging equals the receivables ledger.
Pro tip: work the columns from the right

The further right, the less likely it is to be paid. Summit's $8,351.09 in 31–60 days (Retail Customers - POS) deserves a call today; the $26,946.08 in 1–30 days a firm reminder. The $16,174.59 that is current needs only a courtesy statement. The three columns add up to the total: 16,174.59 + 26,946.08 + 8,351.09 = $51,471.76.

Check the control total

The report's system checks compare the aged total with the Accounts Receivable balance in the ledger. If they ever disagree, a journal entry has been posted straight to Accounts Receivable (Chapter 5.2): find it and replace it with a credit or payment.

REPORT 2

Account Statement

Reports → Account Statement. Every open invoice, customer by customer, with the amount, what has been applied (payments and credits) and what is open. Leave Customers blank for all, or choose one to send.

Account Statement for all customers, invoice dates October 7, 2024 to November 6, 2026: eleven customers' thirteen open invoices with invoice amount, applied and open balance, for example Retail Customers - POS invoice 1236, 8,561.00, 209.91 applied, 8,351.09 open; total open invoices 51,731.67, applied 259.91, open 51,471.76
Figure 2. Open invoices for all customers. 1 customers. 2 live balances, or balances as of the end date. 3 Apply. 4 what has been applied: $209.91 against Retail Customers - POS invoice 1236, so 8,561.00 − 209.91 = $8,351.09 is still open.

For a single customer's full statement with payments, the customer's own page (Chapter 2.6, Procedure B) is often quicker.

REPORT 3

Transaction List by Customer

Reports → Transaction List by Customer lists every ledger line linked to a customer in a date range: invoices, payments, credits, and the accounts they touched. Choose Customer summary for one line per customer.

Transaction List by Customer for January 1 to November 6, 2026, transaction detail: 21 customers, 288 transactions, 1444 ledger lines; each customer, then each account, then every entry with its date, document, description and offset account and its debit, credit and net activity, starting with Avery Quill: Accounts Receivable, invoice 1255 of November 6, 2026 for 1,000.00, offset Revenue: Riverside Fourplex: Rents
Figure 3. Transaction detail, January 1 to November 6, 2026: 21 customers, 288 transactions.1
SECTION 4

Check your understanding

1. Which column of the aging deserves the first phone call?

Answer

The oldest one with a balance, here 31–60 days.

2. The aged total and the Accounts Receivable balance differ. What is the usual cause?

Answer

A journal entry posted directly to Accounts Receivable.

Notes

  1. Since November 2026 the list and its Customers box hold customers only; earlier editions showed vendors too, and the list opened with an airline. Choose the customers you want in the Customers box to limit it. For vendors, use Aged Payables or Vendor Spend Analysis under Vendors and payables (Chapter 6.1). ↑

Volume 6: Reports

  1. 6.1Finding and running reports
  2. 6.2Profit and Loss and the Income Statement
  3. 6.3The Balance Sheet
  4. 6.4The Statement of Cash Flows
  5. 6.5The Trial Balance
  6. 6.6Receivables reports
  7. 6.7Transaction Journal and Audit History
  8. 6.8The Tax Report
  9. 6.9Forms 1099-NEC and 1099-MISC
  10. 6.10Other reports

All volumes and chapters