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A/R Customer Aging

The A/R Customer Aging report is the one-page overview of your accounts receivable: one row per customer with an open house-charge balance, with the amount they owe split into aging buckets (Current, 0–30, 31–60, 61–90, 90+) so you can see at a glance who is past due and by how much. It's the natural starting point for collections work and for the monthly statement run.

To open it, go to Reports and choose Aging under the Accounts heading in the sidebar. It appears next to A/R Detail; if you don't see either, your login doesn't have access to A/R reports — an administrator can grant it.

The page is titled A/R Customer Aging as of the report date (when run for today, it also shows the time). Where the A/R Detail report lists every individual open invoice, A/R Customer Aging summarizes to one row per customer — click through to a customer to see the invoices behind the numbers.

A/R Customer Aging columns

Each row on the A/R Customer Aging report is one customer account:

  • # — the customer's account number, linked to their account page.
  • Company, First, Last — who the account belongs to, also linked to the account page.
  • Class — the customer's class (see Classes & Price Levels).
  • Current, 0–30, 31–60, 61–90, 90+ — the unpaid invoice balance aged into buckets by invoice date (see "How the aging buckets work" below). Zero amounts are left blank so past-due balances stand out.
  • Total — the sum of the five buckets: the customer's total unpaid invoice balance.
  • Credit Balance — unapplied open credit sitting on the account (payments or credits not yet applied to an invoice). It's shown as a negative number because it reduces what the customer owes. To review and apply these credits, see the All Open Credit report.
  • Net Receivable — Total minus the credit: what the customer actually owes overall. When the report is run for today, this matches the Account Balance shown on the customer's page.
  • Limit — the customer's Credit Limit from their profile.
  • Status — the account's Credit Status from the customer profile: ACTIVE, HOLD, CHARGEOFF, or CLOSED.
  • The last column holds the statement icons — a printer and/or envelope icon depending on the customer's Send Statements setting (see "Statement icons" below).

The footer totals each aging bucket, Total, Credit Balance, and Net Receivable, so the Net Receivable total is your total net accounts receivable as of the report date.

How the aging buckets work

The A/R Customer Aging report ages each unpaid invoice by its invoice date and places it in exactly one bucket, based on the report's as-of date:

  • Current — invoices from the last 30 days (0–29 days old — not yet due on typical 30-day terms).
  • 0–30 — invoices 30–59 days old: up to 30 days past due.
  • 31–60 — invoices 60–89 days old.
  • 61–90 — invoices 90–119 days old.
  • 90+ — invoices 120 or more days old.

The bucket amount is each invoice's remaining unpaid balance (amount invoiced minus payments applied), so a partially-paid invoice contributes only what's still owed. The Total column is always the sum of the five buckets.

Some businesses are configured by VMX to age using a different basis (for example calendar months). If your buckets don't line up the way you expect, contact help@vmxllc.com.

Running A/R Customer Aging for a past date

The A/R Customer Aging report can be backdated: open the Reports sidebar (the Reports handle at the left edge), type a date in the Date field, and click Go — or step through dates with the arrow buttons next to it. The report recalculates every customer's aging and balances as they stood at the end of that date, removing the effect of invoices, payments, and credits recorded since.

This makes the report suitable for month-end work: run it as of your closing date and the Net Receivable total is the A/R figure to compare against your accounting system. For a simpler one-balance-per-customer view of a past date, see the A/R Customer Balances As Of report; for the line-item invoice backup, see A/R Detail.

Customers whose balances are zero as of the chosen date are left off the report.

Statement icons on the A/R Customer Aging report

The last column of the A/R Customer Aging report shows statement shortcuts for each customer:

  • A printer icon (Print Statement) — opens a printable statement PDF for that customer, using the report's as-of date as the statement date.
  • An envelope icon (Email Statement) — opens the email statements page for that customer.

Which icons appear is controlled by the Send Statements setting on the customer's profile (Print, Email, Both, or None): customers set to Print or Both get the printer icon, customers set to Email or Both get the envelope icon, and customers set to None get neither. See Statements for the full monthly statement workflow.

If you charge interest on past-due balances, the aging report is the place to see who will be charged: apply finance charges from Reports → Service Charges before sending statements, so the new charges appear on this month's statements — see Service Charges.

Drilling down to a customer's account

Every customer on the A/R Customer Aging report is linked: click the account number (or the Company, First, or Last name) to open that customer's account page. The A/R tab there shows the detail behind the aging row — each unpaid invoice with its date and balance, the account's open credit, and a link to generate an up-to-date statement. See the customer A/R tab.

To see the individual open invoices for all customers in one table (for example, to reconcile with your accounting system), use the A/R Detail report instead.

Totals and aging percentages

The footer of the A/R Customer Aging report has two rows:

  • Totals — each aging bucket, Total, Credit Balance, and Net Receivable summed down the report. The Net Receivable total is your net accounts receivable as of the report date.
  • A percentage row — each aging bucket's share of the total unpaid invoice balance (for example, Current 78%, 0–30 12%, 31–60 5%, 61–90 2%, 90+ 3%). This is a quick health check on your receivables: a growing 90+ percentage means old balances are piling up.

Sorting, filtering, and exporting A/R Customer Aging

  • Filter: there's a filter box under each column header — type in it to narrow the report (for example, a company name under Company, or HOLD under Status).
  • Sort: the report opens sorted by Net Receivable, largest first, so the accounts that owe the most are at the top. Click any column header to re-sort; click again to reverse. The column headers stay visible as you scroll.
  • Export: click the download icon (Download CSV) at the top right to save the report as Accounts Receivable.csv.
  • Email: the envelope icon (Email Report) in the Reports sidebar emails the report to employees or any address you enter.

On a large account list this report can take a moment to load — it recalculates aging for every customer each time it runs.

Deposit balances on A/R Customer Aging (per-client)

Some businesses take customer deposits (prepayments toward future orders) and track them separately from ordinary open credit. When that option is enabled, the A/R Customer Aging report adds a Deposit Balance column showing each customer's money on deposit, removes deposits from the Credit Balance column so the two aren't mixed (which means deposits no longer reduce Net Receivable either), and adds a Division column showing which division the customer's most recent deposit was taken in. Because deposits are excluded from Net Receivable here but still count toward the Account Balance on the customer's page, the two figures can differ by the amount on deposit for customers who have one. This separation is enabled per-client by VMX — if you'd like deposits broken out on your aging report, contact help@vmxllc.com.