AR Aging shows what each customer still owes you; AP Aging shows what you still owe each supplier. Each amount sits in a column for how long it has been owed, so you can see at a glance who to chase and which bills to pay first.
Before you start
- You need permission to view ledger reports.
- Age is counted from the date of the invoice or bill.
Steps
- Open Reports → AR Aging (customers) or AP Aging (suppliers).
- Choose As at — normally today, or a month end for your records. Dates on the report are written one way throughout, for example 10 Nov 2026.
- Choose your Age bands (see below).
- Leave Active … only and With balance only ticked to hide closed and settled accounts. With balance only leaves out anyone whose invoices are all paid (a zero balance); someone in credit is still listed, in red.
- Sort by the last band, or by Oldest (days), to put the most overdue at the top.
- Click an amount to see that customer's or supplier's postings for those dates. Click the magnifier to see their whole ledger.
Choosing age bands
There is no fixed limit on the number of aging periods:
- Ready-made choices: 30 / 60 / 90 days, every 30 days up to 180 days, a year or two years, weekly up to 13 weeks, or calendar months (the last 3, 6, 12 or 24 months — one column per month, named like Oct 2026).
- My own day limits… — type where each band ends, separated by commas,
such as
7, 14, 30, 45, 60, 90, 120, 180, 365. - My own number of months… — any number of calendar months, up to 120.
Your choice is remembered on this computer, separately for AR and AP.
How payments are counted
Each payment is set against the oldest unpaid invoice first. If a customer owed 100,000 from June, paid 100,000 last week and bought 30,000 yesterday, the report shows just the 30,000, as new. The June invoice is paid, so it no longer appears as overdue.
Each row still adds up to the same balance as the Customer / Vendor Ledger.
Tips
- Red amounts in brackets are money on account — a payment or deposit bigger than what was owed. The next invoice uses it up.
- Oldest (days) is the quickest "how late is this?" figure for a phone call.
- Export to Excel with your month-end bands to keep a monthly record.
Common problems
Customers or suppliers with nothing owing are listed. With balance only is unticked, so everyone is shown, including zero balances. Tick it to leave them out.
"Each age band must end later than the one before it" or "… isn't a number of
days".
Your own day limits must be whole numbers going up, such as 30, 60, 90. Fix
the list and press Enter.
"Choose between 1 and 120 months." The number of calendar months must be between 1 and 120.
Clicking an amount shows postings that don't add up to it. The amount is what's still unpaid from those dates. The postings list shows everything dated then, including invoices that later payments have already cleared.
The figures changed from what I saw before. Earlier versions put each payment in the column for the day it was made, so an old invoice could look overdue after it was paid. Payments now clear the oldest invoices first. The totals are the same; only the split between columns has changed.