Aging reports

An aging report groups unpaid balances by how long they have been overdue, so you can see at a glance where money is stuck. Bokapsys has two:

• AR Aging shows what customers owe you. Use it to decide who to chase first.
• AP Aging shows what you owe vendors. Use it to plan which bills to pay and when.

Open them from Invoicing (AP-AR) > Accounts Receivable > AR Aging and Invoicing (AP-AR) > Accounts Payable > AP Aging.

Before you start

• You need the permission to view AR aging or AP aging. A workspace admin can grant them in Team Management.

Read an aging report

1. Open AR Aging or AP Aging.

2. Set As of to the date you want to measure age from. It starts at today. Change it to see how today’s open balances will age, for example at the end of the month.

3. Read the totals across the top. Each tile shows one age bucket, and the last shows the Total outstanding.

4. Scroll to By customer (or By vendor) to see each one’s balance split across the buckets.

5. Scroll to By invoice (or By bill) to see every open document with its Due date, Days past due and Balance. Click a number to open the invoice or bill.

The age buckets

Each open balance falls into exactly one bucket, based on how many days past its due date it is on the As of date.

Bucket	Meaning
Current	Not yet due.
1–30	1 to 30 days past due.
31–60	31 to 60 days past due.
61–90	61 to 90 days past due.
91+	More than 90 days past due.

Only the unpaid part of each document counts. A partly paid invoice appears with its remaining balance, and credit notes reduce it too.

Note

The report always lists the documents that are open now. Changing As of changes how old each balance counts as, not which payments are included, so it is not a historical snapshot of a past date.

What is included

Report	Included	Not included
AR Aging	Invoices that are sent, viewed, partially paid or overdue.	Drafts, and invoices that are paid, void or written off.
AP Aging	Bills that are approved, partially paid or overdue.	Drafts, bills pending approval or rejected, and bills that are paid or void.

Tip

A draft invoice is not yet owed to you, so it does not appear on AR Aging. Send it first. In the same way, a bill only appears on AP Aging once it is approved.

How it ties to your books

The AR Aging total should match the accounts receivable balance on your Balance Sheet, and the AP Aging total should match accounts payable, as long as the invoices and bills involved have been posted. If the totals differ, the usual reason is a sent invoice or approved bill that has not been posted to the ledger yet. Look for the Post Now banner on Invoices or Bills.

You can also ask Smart Chat what a particular customer owes you.

Related

Invoices

Bills

Financial reports

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