Aged Debtors (Ledger) Report

Report Overview

The aging report (general ledger) is a financial report that displays outstanding amounts for each supplier, categorized based on their age,  i.e., the time elapsed since the due date without payment. The report divides balances into progressive time buckets (Today, 1–30 days, 31–60 days, etc.), helping the purchasing and accounting teams identify overdue obligations and prioritize payments effectively.

2. Steps to View the Report

1. From the main menu, click on “Reports“.
2. Click “Purchases Reports“.
3. From the purchases report page, select “Aged Debtors (Ledger)“.
4. Before displaying the report you can apply the following filters:
   • Date To: Specify the date up to which the aging calculation should be performed.
     • If left blank, the system will automatically use today’s date.
   • Period (Days): Define the number of days for each aging bucket. The default value is 30 days.
     • The system accepts values between 1 and 90 days.
     • Example: If you select 30 days, the buckets will be: Today, 1–30, 31–60, 61–90, 91–120, and 120+ days.
   • Supplier: Select a specific supplier to display only their aging data. You can search by name, email, or phone number.
     • If no supplier is selected, the report will include all suppliers.
   • Branch: Select one or more branches to display aging data for suppliers associated with those branches only.
     • If no specific branch is selected, the report will include all branches.
5. After adjusting filters, click “View Reports” to update the results, or click “Clear Filters” to restore the default settings
6. You can switch between “Summary” view to display total aging balances per supplier, or “Details” view to display invoice-level details within each aging bucket.
7. You can print the report using “Print” or export it via “Export” to:
   • CSV
   • Excel
   • PDF

Report Columns

The table shows a distribution of outstanding amounts per supplier across aging buckets based on the age of the debt. The columns are structured as follows:

• Supplier ID: The unique identifier of the supplier in the system, with a direct link to view full details.
• Account Number: The accounting account number associated with the supplier in the general ledger.
• Name: The supplier’s trade name as registered in the system, with a direct link to the supplier’s page.
• Branch: The branch associated with the supplier.
• Today: Amount due for the supplier that were created on the selected date.
• 1 – 30 Days: Amount overdue between 1 and 30 days.
• 31 – 60 Days: Amount overdue between 31 and 60 days.
• 61 – 90 Days: Amount overdue between 61 and 90 days.
• 91 – 120 Days: Amount between 91 and 120 days.
• 120+ Days: Amount overdue for more than 120 days. These represents the most delayed debts and require immediate follow-up.
• Total: The sum of all outstanding amounts for the supplier across all aging buckets.

At the end of each supplier group, a total row appears summarizing the values of each aging bucket within that group. At the button of the table, a grand totals row aggregate the data for all suppliers across all aging buckets.