Customer Receivables Summary Report

Customer Receivables Summary Report

(Accounts Receivable Report, Debtors)

What is a Customer Receivables Summary Report?

It is an accounting report that shows the net amount owed by each customer at a specific point in time, based only on approved accounting documents, and is used to know:

• Who are the customers with the highest debts

• The actual size of accounts receivable

• The amounts that have not been paid yet

• The impact of credit notes and unused receipt vouchers

• The impact of performance bonds (if applicable)

The report displays all customers (even those with zero balances), and cannot be filtered within the system for a single customer only.

Where is the report extracted from?

From the main menu:

Reports → Accounts Receivable (Debtors)

What date does the report depend on?

The report depends on:

• Document Issue Date

• Which is the same as the Accounting Entry Date

It does not depend on:

• Document creation date

• Due date

Is the report affected by closing the fiscal year?

It is not affected by fiscal year closing

The reason:

• The report displays the Debtors Account

• Which is a balance sheet account (asset)

• Not a revenue or expense account

Therefore:

• It is not affected by closing entries

• And is not reset at the end of the year

Logic for calculating the net amount owed

The net amount owed for each customer is calculated as follows:

Net Amount Owed = Outstanding invoices − Unused credit notes − Unused receipt vouchers + Unused payment vouchers (if applicable) ± Net manual entry movements

What appears in the report?

The report displays the following columns for each customer:

• Name

• Reference number

• Business name

• Contact number

• Email

• Outstanding invoice amounts

• Pending credit note amounts

• Unused receipt voucher amounts

• Unused payment voucher amounts (if applicable)

• Net manual entry movements

• Net Amount Owed

All values are displayed in the business’s base currency only.

What does not appear in the report?

Invoices with Draft status
Unapproved documents

Do manual entries appear?

Yes, if a manual entry is added to the Debtors account

• And the party (customer) is selected within the entry

In this case:

• The entry appears under “Net manual entry movements”

• And directly affects the net amount owed

Does the disabled (inactive) customer appear?

Yes

• A disabled (inactive) customer will appear in the report as long as they have a balance or activities

Can the balance appear as negative?

Yes

The balance appears negative if:

• The customer has an amount owed to the business

• Such as an advance payment

• Or a credit note larger than the outstanding invoices

Available filter options in the report

Within the system, there are only two options:

1. Report Date

   • Up to a specific date

2. Option: Include Performance Bonds

   • Can be enabled or disabled

You cannot:

• Filter the report for a single customer

• Sort customers from highest to lowest within the system

To do this:

• You must export the report to Excel and then filter or sort manually

What is a Performance Bond? And why does it appear in the report?

Performance Bond
Is an amount deducted from the invoice as a legal commitment to ensure the work or project is completed according to the contract.

When does it appear in the report?

• When the Performance Bond feature is enabled

• And when there are invoices containing a Performance Bond deduction

• Or when there are amounts paid allocated to the bond

Enabling the Performance Bond feature

From:

Settings → General Settings → Sales Invoice Settings

Then:

• Enable the option: The business has Performance Bond transactions

• Save settings

The feature is applied only to:

• New invoices

• Or drafts

• Or pending approval
  It is not applied to old approved invoices

Adding a Performance Bond to the invoice

When creating a sales invoice:

• A Performance Bond option will appear below the invoice

• Discount type:

  • Fixed amount

  • Or a percentage of the total invoice before tax

The bond value:

• Reduces the amount owed by the customer

• And appears as a separate accounting item

Can the report be extracted for a single customer only?

Not available within the system

The solution:

• Export the report to Excel

• Filter the required customer manually

Export

The report can be exported to:

• Excel

• PDF

When to use this report?

Use the Customer Receivables Summary Report when:

• You want to know which customers have the highest debts

• You need a quick snapshot of accounts receivable

• You want to analyze bonds and unused payments

• You need a management figure to make a collection decision

And do not use it when:

• You need a detailed accounting statement → use Account Statement

• You need invoices only → use Customer Account Statement Report