This guide helps you effectively run the Aged Receivables Detail report in Xero, offering insights into unpaid invoices, credit notes, and overpayments, along with the duration they’ve remained unpaid. Regularly reviewing this report helps maintain accurate accounts receivable and streamlines client account management.
Why This Report Matters
The Aged Receivables Detail report gives a breakdown of unpaid transactions by age, helping you:
- Track overdue invoices.
- Identify unapplied credits.
- Maintain a clear and accurate accounts receivable ledger.
Pro Tip: Keep It Current
Apply available credits to outstanding invoices regularly to maintain accuracy and avoid unnecessary follow-ups. This will ensure clients receive accurate statements and reduce confusion about account balances.
Important Note: Prepayments Not Included
Prepayments are currently not included in the Aged Receivables Detail report. This limitation is on Xero's development backlog.
Solution: Use the overpayment feature to record any prepayments or refer to this guide to create a report that includes prepayments.
Steps to Run the Report
Navigate to Accounting > Reports.
Use the search field to find Aged Receivables Detail report.
Choose a Date or select a predefined period (e.g., end of last month, end of last quarter) via the dropdown arrow
.Adjust ageing periods, columns, and grouping as needed (see "Customising the Report" below).
Click Update to apply the settings and view the report.
Click specific cells (e.g., date, invoice number) for more information on transactions.
Customising the Report
Use the options at the top of the report to customise it. After selecting an option, click Update to refresh the report with your choices.
Ageing Periods
- Define periods (e.g., 1 Month, 2 Months) or display by date range (e.g., Jan 2023, Feb 2023).
- Include transactions on the report date by selecting Include report date in Current column.
Ageing By
- Due Date: Displays transactions based on their due period.
- Invoice Date: Displays transactions based on when they were raised/created.
Columns
- Select details to display, such as Contact Account Number orDue Date.
Grouping / Summarising
- Group by criteria like Contact or Tracking Categories for tailored layouts.
Filter
- Refine results with filters (e.g., status or date range), then click Apply.
More Options
Show or hide additional details by clicking More:
- Ageing by label: Displays beneath the report heading.
- Decimals: Displays amounts to two decimal places by default.
- Percentage of Total: Shows each period's contribution to the total outstanding.
- Currency Details: Add exchange rate details if using multicurrency.
Alternative Report
For a high-level overview of total amounts owed by clients, consider the Aged Receivables Summary Report. However, note that unapplied credits may not be as visible as they are in the detailed report.