Accounts Receivable Aging Report Overview

The Accounts Receivable Aging report shows you which invoices are still unpaid, grouped by how many days overdue they are. You can also include credit memos and credits to see what your clients owe after those are applied. Use this report to track outstanding balances, understand client payment habits, and manage your cash flow.

Before You Start

Here are a few things to know before you continue:

• By default, Admins and Office Staff have access to Reports. Admins can also choose to grant access to other roles. 
• If you don't see the Reports option in your menu, you may not have the necessary permissions. Reach out to your Admin for access.
• If you are an Admin and would like to grant additional employees access to reports, please check out this article. 
• The report does not include voided invoices, bad debt invoices, or invoices created before January 1, 2022.
• Credit memos are not turned on in Docket by default. Check out Credit Memos Overview and FAQs to learn more and how to get them turned on.

Key Features 

• Aging Summary: Displays outstanding balances grouped by aging periods: Current (0 days), 1-30, 31-60, 61-90, and 90+ days. It also shows your total credits and your overall total.
• Record Type Selection: Include invoices, credit memos, and credits in any combination.
• Client & Sales Rep Filtering: Allows users to filter results by client name, client type, or sales representative.
• Detailed Breakdown: Lists individual outstanding balances for each client and related invoices.
• Pivot Table View: Presents the data in a table format organized by invoice number for easier analysis.

Understand Invoices, Credit Memos, and Credits

The report adds up three record types:

• Invoice: Unpaid invoice balances. Invoices age by how many days overdue they are.
• Credit Memo: A credit applied to an invoice. Credit memos age and appear in the column that matches their age. They reduce that column’s total.
• Credit: An open credit on a client’s account, like an overpayment. Credits do not age. They have their own Credits column and reduce your total.

For example, a client has two credit memos that total $51.07 and both fall in the 90+ column. The client also has $60.00 in credits. The 90+ column shows -$51.07, the Credits column shows -$60.00, and the Balance shows -$111.07.

Run the Accounts Receivable Aging Report

1. Click "Reports" in the left-hand menu under Administration.
2. Scroll down to find Accounts Receivable Aging listed under Financial Reports.
3. Click the "Open Inline" icon to run the report in Docket.

TIP: For more information on other ways to run a report, please check out this article. 

Accounts Receivable Aging Report Summary

Once the report loads, the aging summary at the top shows your outstanding balances, organized by aging buckets, and displays the overall amount due.

The summary includes these tiles:

• Current (0 days)
• 1-30 days
• 31-60 days
• 61-90 days
• 90+ days
• Credits
• Total

The Credits tile shows the total of your credits as a negative amount. The Total tile shows the overall amount due after credit memos and credits. When you include credit memos, they also adjust the aging tile that matches their age.

Accounts Receivable Aging Report Filters and Table

Report Filters

Below the Aging Summary, you can refine your results using filter options.

The Accounts Receivable Aging report offers a range of filters to help you narrow down and view specific data:

• As of Date: Select the date the report should reflect.
• Timezone: Choose the timezone the report should reference.
• Team Id: Narrow report by a company's Team Id. 
  • This filter is only applicable if you manage multiple companies in Docket.

In addition to the filters that appear at the top of the report, you can click “All Filters” to use additional filters for your report. 

• Record Type: Choose which record types the report includes.
• Sales Rep Name: Filter results by specific sales representatives.
• Invoice Number: View results for a specific invoice.
• Client Name: View results for a specific client.
• Client Type: Narrow results based on client categories.

The report will automatically update after each filter option is selected or changed. It shows your books at the start of the As of Date, so an invoice created on that day appears the next day.

TIP: Set the As of Date to today to see your current aging.

Choose Which Record Types to Include

When you open the report, no record type is selected. This shows all three record types, which gives you your net balance. Your net balance is what your clients owe after credit memos and credits.

To change the record types, follow these steps:

1. Click “All Filters” above the table, to the left of “Clear Filters.”
2. Click into the “Record Type” field in the pop-up that appears.
3. Check the box next to each record type you want to include.

The report updates each time you change a selection.

TIP: To remove credit memos and credits from the report, select only Invoice.

Sorting the Table 

After using the filters based on your preferences, you have additional options to sort the data that is presented in the table below.

1. Hover over the table so a menu appears in the top right corner of the table.
2. Click the three vertical dots.
3. In the menu that appears, hover over "Sort."
4. Select your Sort Bucket By preference in the list of options that appear.

Expanding Customer Information in Table

The table displays a total balance for each client based on all of their invoices, credit memos, and credits. To view individual invoices and credit memos for a client, click the “+” icon next to their name. This expands a detailed list, while their overall total remains visible on the main row.

Please Note: Before exporting or sending a table, be sure to use the "+" icon at the top of the table to expand all rows if you would like the additional details included. Only fully expanded rows will appear in the exported or shared file, while partially expanded rows will not be included.

Export or Send the Accounts Receivable Aging Report

Export Report

Once you have your report displaying the information you want, you can download it for your records. 

1. Hover over the table so a menu appears in the top right corner of the table.
2. Click the three vertical dots.
3. In the menu that appears, hover over "Export."
4. Select your file preference in the list of options that appear in the dropdown and the report will download in the file format you selected.
   • When exporting as a PDF, you can choose Portrait or Landscape layout.

Please Note: You can export up to 1 million rows at a time. If your table contains more than 1 million rows, we recommend using filters to break the data into smaller, exportable chunks.

Send Report

In addition to downloading the report to your computer, you can also email the report.

1. Hover over the table so a menu appears in the top right corner of the table.
2. Click the three vertical dots.
3. In the menu that appears, hover over "Export."

4. Click "Export…" at the bottom of the list under the ‘Send’ section.
    

   

5. In the pop-up that appears, click the mail icon.
    

   

6. Enter the email address of the recipient.

7. Click "Export" to send an email with the report attached.
    

   

Please Note: On the final screen, you can also customize the email subject, select specific attachments and file types, or send the report as a .zip file.

If Your Totals Look Different From an Old Export

If a total does not match an export you ran before, check which record types you selected.

• Selecting only Invoice matches the original Accounts Receivable Aging report.
• Leaving Record Type empty matches the Accounts Receivable Aging (Net Balance) report.

• Credit memos reduce the total by their unused amount only.
• A client with a credit and no open invoices appears in the report. This can lower the total, and the total can be negative.
• Days Aged counts full days up to the As of Date, so it can show one day higher than before. Invoices stay in the same aging bucket.
• Balances under about five cents do not appear.

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@yourdocket.com!