Debtor Report Applet
Purpose and Overview
The Debtor Report Applet gives your finance and credit control team a single place to see everything related to money your customers owe you. Instead of exporting to spreadsheets or switching between multiple screens, all your accounts receivable reports are here — from checking which invoices are still unpaid, to seeing how long balances have been sitting, to pulling a full statement for any customer.
Who Benefits from This Applet?
Accounts Receivable (AR) Team:
- Quickly see which customer invoices are still unpaid
- Track documents by customer without exporting to Excel
- Print document details for collection follow-up
Credit Controllers & Finance Managers:
- Get a full aging picture — know exactly how long balances have been outstanding
- Pull a Statement of Account for any customer at any time
- Monitor historical trends to spot overdue payment patterns
Sales & Collection Teams:
- Use the Collection Invoice with Aging report to track salesman-level outstanding invoices
- Follow up on customers by drilling into specific document details
Audit & Compliance:
- Drill into any transaction for full document details
- Export reports as evidence for audits
- Access a complete historical record of all AR activity
Senior Management:
- High-level view of total outstanding receivables
- Understand company’s collection exposure at a glance
What Problems Does This Solve?
Before this applet, AR teams typically had to:
- Manually compile aging schedules in spreadsheets
- Call customers to reconcile statements
- Dig through multiple screens to find one document’s payment history
- Produce inconsistent reports depending on who ran them
With this applet, you get:
- All reports in one sidebar — no switching between modules
- Drill-down capability — click any row to see the full document detail
- Consistent defaults — set your preferred branch and location once, and every report uses it
- Export and print ready — PDF and Excel output built into every report
Key Features Overview
Quick Start Guide
AR Analyst: Check Unpaid Customer Invoices
Goal: Find all outstanding customer documents quickly.
- Click Outstanding Document Report in the sidebar
- Use the filters at the top (for example Entity, Customer Category, Company, Branch, ARAP Type, or Currency), then click Search
- Review the list: each row shows an unpaid document with its remaining balance. This screen is as of today — there is no date range here; everything listed is still unpaid right now
- Click any row to open the full document — review the Details, Settlement, Line Items, and other tabs
- Click PRINT to generate a printable copy
Pro Tip: The Settlement tab shows you which receipts have already been applied against this invoice.
Need a past period? Use Statement of Account after you pick a customer, then set Month From / Month To on the statement tab.
Credit Controller: Review Aging
Goal: Understand how long your receivables have been outstanding.
- Click Aging Report in the sidebar
- Choose Company first (this is how most teams scope the list), then optionally pick one customer or leave Entity empty to include all customers. Click Search. If you search by keyword, enter at least three characters
- Read the grid: scroll sideways to see every time bucket column. Where rows are grouped by customer, use expand or collapse to show or hide the lines under each customer
- Click a customer row to open Aging Report Transactions
- Review the Main tab for aging bucket breakdown and Outstanding Docs tab for the underlying documents
- Use EXPORT in the header to download the data
Finance Controller: Pull a Customer Statement
Goal: Get a full statement of account for any customer.
- Click Statement of Account in the sidebar
- Set filters at the top (for example Entity, Company, Branch, Currency), then click Search. If you search by keyword, enter at least three characters
- The first grid is a customer summary — click a customer row to open Entity Report Transactions
- Open the Transaction Docs tab to see all movements, or the Statement Of Account tab for the formatted run. On Statement Of Account, set Month From and Month To, click Search, then read opening balance, each line, and closing balance. Use Export to PDF when you need a file
- Open the Aging tab for an aging-style view for that customer: set Month To only, click Search, then Export to PDF if you need a copy (Month From is not used on this tab)
Audit User: Trace Historical Transactions
Goal: Look at the AR position as it was in a past month (not “today”).
- Click Historical Transaction Aging Analysis Report in the sidebar
- Set As Of Date (pick the month you want), plus Company, Entity, Branch, Currency, or other filters your team uses, then click Search
- Click any row to open View Document — check Details, Settlement, and Line Items
- For a customer-level summary for the same kind of “as of” month, open Historical Debtor Report instead, set As Of Date and filters, then Search
Why two historical reports? The transaction aging view is line-by-line for audits. The historical debtor view is a shorter balance per customer. A document can still look outstanding in an older month even if something newer was created later — the report shows what was owed back then, which helps tie numbers to month-end or balance-sheet work.
Collection Manager: Review by Salesman
Goal: See which invoices are outstanding and how old they are, grouped by salesman.
- Click Collection Invoice with Aging in the sidebar
- Set filters: Branch, Salesman (Employee), Entity, Shipping Entity, and Transaction Date range, then click Search
- Review the collection list — each row shows the customer, the invoice, and which aging bucket the balance falls into
- Use this report during collection review meetings to track salesman performance and prioritize follow-ups
Reports in Detail
Outstanding Document Report
This is your go-to report for daily AR monitoring. It lists every customer document (invoices, debit notes, and so on) that still has an open balance as of today. There is no calendar date range on this screen — if you need a statement for a past month, use Statement of Account instead.
| What you can do | How |
|---|---|
| See all unpaid customer documents | Set filters at the top (customer, category, company, branch, ARAP type, currency as needed) then click Search |
| Filter by AR type | Use ARAP Type filter — defaults to AR Trade, AR Other, AR Merchant |
| Drill into a document | Click any row to open View Outstanding Document |
| Review payment history on a doc | Open the Settlement tab |
| See line items | Open the Line Items tab |
| See contra entries | Open the Contra tab |
| Print the document | Click PRINT in the detail header |
Available detail tabs: Details · Account · Line Items · Settlement · Contra · Delivery Details · Department · Doc Link
Aging Report
The Aging Report answers one key question: “How old is the money our customers owe us?” It groups outstanding amounts into time buckets — so you can see at a glance if most of your receivables are current (0–30 days) or seriously overdue (90+ days). Bucket labels follow your Field Settings (Day or Month ranges).
| What you can do | How |
|---|---|
| Load the aging grid | Open Aging Report → pick Company, then narrow with Entity (customer), Customer Category, Employee (salesman), or keyword → click Search |
| Read all bucket columns | Scroll horizontally across the grid |
| Work with customer groups | Use expand / collapse on grouped customer rows to show or hide detail lines |
| See individual transactions behind a bucket | Click a row to open Aging Report Transactions → Outstanding Docs tab |
| Export the aging data | Click EXPORT in the detail header |
Statement of Account
Think of this like a bank statement — but for a customer. You start from a customer summary list; after you open a customer, you can switch between transaction lines, a formatted statement, and an aging view for that customer.
| What you can do | How |
|---|---|
| Find customers | Open Statement of Account from the left menu → set filters → click Search |
| See the summary list | Stay on the first grid — one row per customer with headline figures |
| See every movement | Click a customer row → open the Transaction Docs tab |
| See a formal statement with balances | Open Statement Of Account tab → set Month From and Month To → click Search → read opening balance, lines, and closing balance → Export to PDF if needed |
| See aging for that customer only | Open the Aging tab → set Month To (this tab does not use Month From) → click Search → Export to PDF if needed |
Available filter options: Entity, Customer Category, Company, Branch, Shipping Entity, Employee, Transaction Date, Currency, Outstanding Only toggle
Historical Reports
Use these when you need balances or aging as of a past month, not “today.”
Shared workflow: Open the report from the left menu → set As Of Date (pick the month) and the other filters shown on that screen → click Search → click rows to open document detail when you need to drill down.
Historical Transaction Aging Analysis Report
- Line-level aging and documents for the month you pick — best for audits and tracing what was still open then
- Available filters: Entity, Customer Category, Company, Branch, Shipping Entity, As Of Date (required), Currency
- A document can appear outstanding in an older month even if related paperwork was created later — the grid reflects what was owed in that historical month
Historical Debtor Report
- Summary balance per customer for the same As Of Date — best when you want a short comparison across months
- Available filters: Entity, Customer Category, Company, As Of Date (required), Shipping Entity
- When you use the same month and matching filters as the transaction aging report, the totals should line up; one view is detail, the other is the headline balance
AR Transaction Report
Focused on AR activity within a date range — useful for reconciliation, audits, and reviewing all movements between two dates.
| What you can do | How |
|---|---|
| See AR activity between two dates | Open AR Transaction Report → choose Company (required) → set Transaction Date from and to → optional Entity / Branch / Sort by → click Search |
| Read the running balance | Rows group by customer — expand a customer to see each line; the Balance column walks through your dates so you can see the position before your start date and through the end date |
| Open the source document | Click any row to open Generic Document View and review the original document |
Available filter options: Entity, Company (required), Branch, Transaction Date (from/to), Sort By, Shipping Entity, Customer Category
Collection Invoice with Aging
A specialized report for sales and collection teams to see invoices grouped by salesman, with aging buckets showing how long each invoice has been unpaid.
| What you can do | How |
|---|---|
| See collection list by salesman | Open Collection Invoice with Aging → set Branch, Salesman (Employee), Entity, Shipping Entity, and Transaction Date range → click Search |
| Identify overdue invoices | Read the aging bucket columns to see how old each invoice is |
| Use in collection meetings | Export the grid data and present per-salesman outstanding balances |
Available filter options: Branch, Salesman (Employee), Entity, Shipping Entity, Transaction Date (from/to)
Configuration & Settings
Field Settings
These options apply to everyone who uses the applet. Go to Settings → Field Settings, adjust the settings, then click SAVE.
| Setting | What it does |
|---|---|
| Aging Period Type | Choose Month (default) to group aging by calendar month, or Day to group by number of days |
| Document Types to Exclude | Hide selected document types from debtor reports |
Aging Period Settings
Go to Settings → Aging Period Settings to define the specific time buckets used in aging reports. For example, you can set buckets of 30 / 60 / 90 / 120+ days, or define month-based ranges. Changes here affect all aging views in the applet.
Default Selection (Applet-Wide)
Go to Settings → Default Selection. Set default filters that apply to all users when they open a report.
- Default Branch — pre-select a branch so users do not have to pick one every time
- Default Location — same as above for location
- Details Tab Ordering — changes the order of tabs when you open a document from Outstanding Document Report (for example Details, Settlement, Line Items). Click and hold a tab name, drag it left or right, then release. Click SAVE when you are done
Available tabs to reorder: Details · Account · Line Items · Settlement · Contra · Delivery Details · Department · Doc Link
Printable Format Settings
Upload custom print templates for reports. Use the Upload File(s) button to add a template, and manage existing ones from the list. Printable formats affect how PDF exports look when you click PRINT or Export to PDF from any report.
Personal Default Selection
Each user can set their own preferred Branch and Location defaults. These override the applet-wide defaults for that user only. Go to Personalization → Default Selection, set your preferred Default Branch and click SAVE.
Related Modules and Applets
The Debtor Report Applet works alongside these other parts of the system:
| Related Applet / Module | How it connects |
|---|---|
| Accounts Receivable Applet | The transaction-processing side — invoices, receipts, and credit notes created there appear as documents in this applet |
| General Ledger Applet | AR transactions post to the GL; use this applet to verify the customer-level detail behind GL AR balances |
| Receipt Voucher (Internal) Applet | Customer payments processed here are reflected in the Settlement tabs of this applet |
| Entity Applet | Customer master data — the customers you see in filters here come from the Entity Applet |
| Creditor Report Applet | The AP counterpart — same report structure but focused on what you owe suppliers |
| Accounting Module | Opening balance AR uploads use this applet to verify that customer balances were correctly imported |
Glossary
New to AR terminology? Here is what the key terms mean in plain English.
| Term | What it means |
|---|---|
| Debtor | A customer that owes your company money. When you sell goods or services on credit, the customer becomes a debtor. |
| Accounts Receivable (AR) | The total money customers owe your company for sales already made but not yet paid for. |
| Outstanding Document | Any invoice, debit note, or other document from a customer that has not been fully paid or matched with a receipt yet. |
| Aging / Aging Analysis | A breakdown of outstanding amounts grouped by how long they have been unpaid — for example, 0–30 days, 31–60 days, 61–90 days, 90+ days. The older the bucket, the more overdue the collection. |
| Aging Period | The unit used to define aging buckets. Set to Month (groups Jan, Feb, etc.) or Day (groups 1–30, 31–60, etc.). |
| Statement of Account | A summary showing all transactions with a customer — invoices issued, payments received, credits applied — and the resulting balance. Like a bank statement, but for your customer relationship. |
| Settlement | The process of matching a receipt to one or more invoices. When an invoice is “settled,” it means a payment has been linked to it, reducing or clearing the balance. |
| Sales Invoice | A bill you send to your customer after delivering goods or services. It tells them how much they owe and when payment is due. |
| AR Transaction | Any financial movement in the accounts receivable ledger — this includes invoices raised, receipts collected, credit notes issued, and debit notes. |
| Contra | A contra entry is when two parties owe each other money and agree to offset the amounts. For example, if a customer also supplies to you, you can net off what each owes the other. |
| Debit Note | A document a customer sends to request a reduction in the amount they owe you — for example, if goods were returned or incorrectly invoiced. |
| Credit Note | A document you send to a customer to reduce the amount they owe — essentially a partial refund on an existing invoice. |
| ARAP Type | Accounts Receivable / Accounts Payable type. Common AR types: AR Trade (regular sales), AR Other, AR Merchant. |
| As Of Date | The month-end snapshot date used by historical reports — shows the AR position as it was at the end of that month. |
FAQ
1. Which report should I use to find unpaid customer invoices?
Use the Outstanding Document Report. It lists every customer document that still has an open balance. Click any row to see the full detail, including what receipts have already been applied.
2. What is the difference between the Aging Report and the Outstanding Document Report?
- Outstanding Document Report — shows individual unpaid documents (one row = one document)
- Aging Report — groups the outstanding amounts by customer and by how long they have been unpaid (one row = one customer, with amounts split into time buckets)
Use Outstanding Document for day-to-day follow-up on specific invoices. Use Aging for a high-level receivables health check.
3. Can I set it so the system always defaults to my branch?
Yes. Go to Personalization → Default Selection, set your Default Branch and Default Location, and click SAVE. These personal defaults will apply every time you open a report.
4. How do I change whether aging is shown by month or by day?
Go to Settings → Field Settings, change the Aging Period Type to Month or Day, and click SAVE. This affects all aging reports for all users.
5. How do I get a statement to send to a customer for reconciliation?
Go to Statement of Account, search for the customer, click their row, then open the Statement Of Account tab. Set Month From and Month To to cover the period the customer is asking about, click Search, and then click Export to PDF.
6. What is the difference between the two historical reports?
- Historical Transaction Aging Analysis Report — line-by-line detail for audits and tracing exactly which documents were open in a past month
- Historical Debtor Report — a shorter summary showing one balance per customer for the same past month
Both use As Of Date (a month picker). Use the transaction report for audits. Use the debtor report for quick monthly comparisons.
7. Why does a document still appear in a historical report even though it was paid later?
Historical reports show the AR position as of the month you selected, not today. If an invoice was still unpaid at the end of that month, it appears outstanding — even if a receipt was applied in a later month. This is by design, and is exactly what you need for month-end reconciliation and audit purposes.
8. What does the Collection Invoice with Aging report show that the Aging Report does not?
The Collection Invoice with Aging report is filtered and grouped by Salesman, making it ideal for sales review meetings. It shows which salesman owns each outstanding invoice and how old it is. The standard Aging Report is grouped by customer and is better for credit control.
9. Can I customise which tabs appear when I open a document?
Yes. Go to Settings → Default Selection and use the Details Tab Ordering section. Click and hold any tab name, drag it to a new position, and click SAVE. This changes the tab order for all users of the applet.
10. How do I verify that opening balance AR uploads were done correctly?
After uploading customer outstanding invoices using the CSV import process, open this applet and go to Outstanding Document Report. Filter by the relevant company and branch, and check that all uploaded invoices appear with the correct balances. For a summary view, use Statement of Account to see the opening balance per customer.