FAQ: AR Aging Summary Report

Q: Why does the aging summary show a customer as owed when they have no outstanding invoices?

A customer may appear on the AR Aging Summary report if they have:

• One or more invoices that are marked as "Approved" but have not been paid.
• A sales receipt or invoice that was issued but not fully applied or credited.

If you believe the balance is incorrect, check the AR Aging Detail report to see the specific invoices. There may also be a dispute or hold on the invoice. If you need to remove the balance, you may need to issue a credit memo or adjust the invoice via your administrator.

Q: Can I see invoices from vendors on this report?

No. The AR Aging Summary report shows only accounts receivable (money owed to you by customers). If you need to see money you owe to vendors, use the AP Aging Summary report instead.

Q: Why do partial payments not change the aging?

When a customer makes a partial payment on an old invoice, the remaining balance still "ages" from the original invoice date. This is intentional: a 100-day-old invoice with a partial payment is still 100 days overdue, even if only half the original amount remains. The aging reflects how long the invoice has been outstanding, not how much was paid.

Q: The report shows a customer in the "1-30 days" bucket, but their invoice hasn't reached its due date yet. Is that a mistake?

No. The AR Aging Summary uses the invoice date, not the due date. So even if an invoice is not yet due (the due date is in the future), it will appear in an aging bucket based on how many days have passed since it was issued. This is normal. The "Current" bucket typically shows invoices that have not yet reached their payment term threshold.

Q: Can I set a custom aging breakdown (e.g., 15-day buckets instead of 30-day)?

This depends on your Usystems configuration. Some implementations allow administrators to customize the aging buckets. Contact your administrator or check your system settings under Reports to see if custom aging is available. Otherwise, the standard 30-30-30-60+ breakdown is used.

Q: Why does the report not include invoices with a "Pending" or "Draft" status?

By default, the AR Aging Summary includes only invoices that are "Approved" or have been invoiced (finalized). Draft or pending invoices have not been issued to the customer, so they are not included in aging calculations. If you need to see draft invoices, run the report again and add a filter for the status you want, or check the detail report.

Q: How often should I run this report?

This depends on your business, but common practices are:

• Weekly if you have tight cash flow or want to stay on top of collections.
• Monthly at month-end as part of your standard accounting close process.
• Ad hoc when a specific customer's payment is overdue and you need to follow up immediately.

There is no automatic aging alert in Usystems; the report is on-demand, so you run it when you need a current picture of your receivables.

Q: Can I export the report and edit it in Excel?

Yes. Click Export to Excel on the report page, and the report will download as a spreadsheet. You can then sort, filter, and add formulas in Excel for further analysis. Keep in mind that edits in Excel are local to your file and do not update Usystems; if you need to correct the underlying invoice data, do so in Usystems and re-run the report.

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