This guide outlines how to run the Aged Receivables Detail report, which displays unpaid invoices, credit notes, and overpayments, and how long they have remained unpaid.
Regularly reviewing this report is recommended. Where pssible, apply any available credits on clients' accounts to unpaid invoices to maintain accurate receivables.
Prepayments Not Included
Please note that the Aged Receivable Report does not include prepayments in Xero. This is on Xero's development backlog. In the meantime, you can use the overpayment feature to record any prepayments or refer to this guide to create a report that includes prepayments.
About the Aged Receivables Detail Report
- The Aged Receivables Detail report provides a detailed breakdown to individual unpaid invoices, credit notes and overpayments based transaction age.
- The report shows outstanding transactions as of the selected report date. Invoices awaiting payment on the report date are included, even if they've been paid afterward.
- Payments dated before the invoice date can affect totals if the report excludes that invoice's period.
Steps to Run the Report
In the Accounting menu, select Reports.
Locate and open the Aged Receivables Detail report using the search field if needed.
Select a Date or use the dropdown arrow
to choose a reporting period (e.g. End of last month, End of last quarter).Select other options you want for the report, then click update to generate the report. See Customising the report below for details.
Review the Report
Click on specific cells (e.g., date, invoice number, or total) to view further invoice or credit note details.
TIP
Use the advanced options and fliter to customise the report to suit your needs
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
- Set the number and timeframe for each period (e.g., 1 Month, 2 Months).
- Select Include report date in Current column to include transactions on the report date.
- Display by Period Number (e.g., 1 Month, 2 Months) or Date Range (e.g., Jan 2023, Dec 2022).
Ageing By
- Choose to age by Due Date or Invoice Date:
- Due Date: Shows transactions based on their due period.
- Invoice Date: Shows transactions based on when they were raised.
Columns
- Choose which columns to display (e.g., Contact Account Number, Due date).
Grouping / Summarising
- Change the report layout by grouping or summarising by criteria (e.g., Contact, Contact Account Number).
- If using tracking categories, group or summarise by those categories.
Filter
- Add filters to refine report results, then click Apply.
More
- Show or hide additional details by clicking More:
- Ageing by label – Displays beneath the report heading.
- Decimals – Show amounts to two decimal places by default.
- Percentage of Total – Shows portion of the total outstanding for each period.
- Currency Details – Shows exchange rate details if using multicurrency.
Alternative report
If you only need the total value owed on a client account (without transaction details), use the Aged Receivables Summary Report.