Money customers have on account with you — unapplied payments, deposits and overpayments — by how long it has sat unused. It is money you owe them, and old balances need clearing: use them against an invoice, refund them, or find the sale they were meant for.
Before you start
- You need permission to view ledger reports.
- The figures come from the same calculation as AR Aging: each payment is set against the customer's oldest invoice first, and whatever is left over is credit. The two reports always agree.
- Always as at today.
Steps
- Open Reports → Customer Credit Aging.
- Choose your Age bands.
- The oldest credits are at the top. Click a Reference to open the customer's ledger and see where the money came from.
- Group by customer for one total per customer.
Tips
- A credit the same age as a recent invoice is usually a payment that wasn't matched to it. Open the receipt and allocate it.
- Guest deposits for stays that never happened show here. Refund them or let the guest know they have credit.
- Export it monthly: auditors ask for this list.
Common problems
A customer shows credit, but they still owe me. Then they have both an old unpaid invoice and a newer unmatched payment. On AR Aging the payment has already been set against the oldest invoice, so what's left here is a genuine surplus. Check the receipt allocation.
The credit is from years ago. It's real money you're holding. Contact the customer or, after your own policy period, clear it with a journal — but do that knowingly.