# Accounts Receivable and Ageing

NexWave ships two related accounts-receivable reports that customers commonly call "AR Aging":

* **Accounts Receivable** is the **detailed** view: one row per outstanding invoice, with ageing buckets across the columns. Use this to chase specific invoices.
* **Accounts Receivable Summary** rolls the same data up to **one row per customer**, with the buckets showing total exposure by age. Use this for the credit-control morning meeting.

Both reports answer the question "who owes us money, and how overdue is it?", but they answer it at different grains. Run **Accounts Receivable Summary** for executive overview and **Accounts Receivable** for the chase list.

## Where to find them

* Detail: **Accounting > Reports > Accounts Receivable**.
* Summary: **Accounting > Reports > Accounts Receivable Summary**.

## Filters (both reports)

| Filter | What it does |
|--------|--------------|
| **Company** | Mandatory. Drives the chart of accounts and base currency. |
| **Posting Date** | The "as-of" date for ageing. Today by default. Set to month-end for a board pack. |
| **Ageing Based On** | *Posting Date* or *Due Date*. **Use Due Date for overdue analysis** so an invoice with 30-day terms only appears overdue from day 31, not day 1. |
| **Range 1 / 2 / 3 / 4** | The four ageing-bucket boundaries in days. Defaults are 30, 60, 90, 120, producing buckets of 0-30, 31-60, 61-90, 91-120, and 120+. Override for industries with longer terms. |
| **Customer / Customer Group / Sales Partner / Territory** | Scope to a slice of the receivables book. |
| **Cost Centre / Finance Book / Payment Terms Template** | Further scoping for multi-entity or finance-book setups. |
| **Show Future Payments** | When on, the report subtracts future-dated Payment Entries from the outstanding figure. Off shows true cash-not-yet-received. |
| **Show Sales Person** | Adds a column for the linked sales person, useful for commission and chase ownership. |
| **Group By Customer** *(detail report only)* | Groups invoices under each customer with a subtotal row. |

 ![Accounts Receivable filter panel with Ageing Based On = Due Date](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC81MThjYjQxNy0yMTA4LTQ2Y2YtOWJmOC03NzZjOWNkNjU4ZjkvMDEtYXItZmlsdGVycy5wbmciLCJ0eXBlIjoiYXR0YWNobWVudCIsImlhdCI6MTc5MjYyMTgwMCwiZXhwIjoxNzkyNzA4MjAwfQ.U_ffdOOVcOT39_FChuPJnhKUnNt6_DqBHlwenfzuySo)

## What the report shows

The detailed **Accounts Receivable** report has one row per outstanding invoice with the following columns:

| Column | What it shows |
|--------|---------------|
| **Posting Date / Due Date** | When the invoice was raised and when it should be paid. |
| **Invoice / Reference** | The Sales Invoice number, with a clickable link to the document. |
| **Customer** | The customer name. |
| **Invoice Grand Total** | The original invoice value (including tax). |
| **Outstanding Amount** | What remains unpaid right now (after payments and credit notes). |
| **Age** | Days since Posting Date or Due Date, depending on the **Ageing Based On** filter. |
| **0-30 / 31-60 / 61-90 / 91-120 / 120+** *(default ranges)* | The Outstanding Amount placed into the bucket that matches its age. |

 ![Accounts Receivable detailed view with bucket columns](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC80MTBjNmNlNy1lNDcyLTQyNjQtODQwNS0xNTRkNTQyOWZiZTIvMDItYXItZGV0YWlsLnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIxODAwLCJleHAiOjE3OTI3MDgyMDB9.VqaxSHPAH3MNdk8BRc-uRJQbGphMlKjrapqZWs094V4)

The **Summary** report compresses every customer to a single row, with the same bucket columns and a Total Outstanding column on the right.

## Reading the numbers

* The **Total Outstanding** across all customers should reconcile to the Debtors balance on the Balance Sheet for the same date. Differences usually mean a Cost Centre or Finance Book filter is hiding entries, or there are unposted documents.
* A customer with money in the **120+** bucket and recent activity in the **0-30** bucket is often selectively paying new invoices while ignoring old ones. Flag for collection.
* Credit notes appear as **negative outstanding** until they are reconciled against an invoice via the Payment Reconciliation tool.
* The **Age** column uses Posting Date by default. Switch to Due Date for true overdue analysis.

## Common pitfalls

* **Numbers don't match the Balance Sheet.** Check that Cost Centre, Finance Book, and date-range filters match. The Balance Sheet at month-end uses the as-of date, not the document date.
* **Credit notes show as negative rows that don't offset.** Run Payment Reconciliation against the customer to net the credit note off the original invoice.
* **A future-dated payment hides the outstanding.** Turn **Show Future Payments** off when you want to see the true unpaid position regardless of scheduled receipts.
* **Customer is missing from the report.** Either they have no outstanding documents in the date range, or they're filtered out by Customer Group or Territory. Clear the scoping filters and re-run.
* **The Aging Range columns are wrong width.** Override **Range 1-4** to match your business: e.g. 7/14/30/60 for short-cycle services, or 60/90/120/180 for long-term contracts.

## Related documentation

* [Send Customer Statements](/doc/50bb003b-7d14-4b75-93ef-f118d26a72d6): batch-email customers their outstanding-invoice statements.
* [Refund a Customer](/doc/85b00666-859d-4e2b-9bac-6c1dd3848464): record a credit note and refund flow that nets against the receivable.
* [Accounts Receivable](/doc/5fc8e8da-974e-475f-a50d-4964865567be): the wider Accounts Receivable module overview.
* [Accounting](/doc/85b00666-859d-4e2b-9bac-6c1dd3848464): financial-management module overview.