The AR & AP Report provides several ways to review outstanding invoices and bills. You can analyse balances by company, by customer or supplier, or view every outstanding item in one list.
1) Choose Your Preferred View
The report provides three views: By Company, By Party, and Detail.
By Company
Use this view to review the outstanding balances of each company in your group.
Each row represents a company.
The ageing bands show how its outstanding balance is distributed.
Expand a company row to review its individual invoices or bills.
This view is useful when comparing the position of different companies within your group.
By Party
Use this view to review the total amount owed by a customer or owed to a supplier across your selected companies.
Each row represents a customer or supplier.
Outstanding balances are combined across the selected companies when the party is recorded identically in the connected accounting systems.
Expand a row to see the individual invoices or bills and the company each one belongs to.
This is particularly useful when the same customer owes money to several companies in your group, or when you need to understand your total commitment to a supplier.
Detail
Use this view to see a single list of all outstanding invoices and bills across the selected companies.
The list includes details such as:
Company
Customer or supplier
Invoice or bill reference
Invoice date
Due date
Outstanding amount
Age
Ageing band
Use this view when you need to review individual transactions across the group.
2) Focus on the Top 10 Customers or Suppliers
Turn on Top 10 to focus on the ten customers or suppliers with the largest outstanding balances.
GATHER.nexus calculates each customer's or supplier's total across the selected companies, ranks the balances from largest to smallest, and displays the top ten.
Use this option to prioritise overdue customer accounts for follow-up or identify the largest supplier balances when planning payments.
3) Understand the Summary Figures
The summary cards at the top of the report provide an overview of your outstanding balances.
Total Outstanding
Shows the total outstanding amount across the selected companies and reporting currency.
Current Balance
Shows the amount in the Current ageing band, meaning items that are not yet overdue.
Overdue (Older)
Shows the balance in the final Older ageing band. This helps you identify amounts that have been outstanding for longer than the selected ageing periods.
DSO / DPO
These measures help you understand how quickly customers pay you and how long your business takes to pay suppliers.
DSO (Days Sales Outstanding): The average number of days customers take to pay. This appears on the Receivables report.
DPO (Days Payable Outstanding): The average number of days your business takes to pay suppliers. This appears on the Payables report.
A lower DSO generally indicates faster customer payments. DPO should be reviewed alongside your agreed supplier payment terms.
4) Review the Charts
The charts help you identify important trends without reviewing every row of the report.
Ageing Chart: Shows how outstanding balances are distributed across the ageing bands.
Outstanding by Company: Shows how the total balance is divided among your selected companies.
Top Parties Chart: Highlights the customers or suppliers with the largest outstanding balances.
Hover over an ageing bar to view the amount and the dates covered by that band.
Use Hide Charts to collapse the charts when you prefer to focus on the tables.
5) Sort the Results
In By Company and By Party, click an ageing band or the Total heading to sort the rows by that amount. Click again to reverse the order.
In Detail, click any column heading to sort by that column.
Sorting by an ageing band follows the natural order from Current to Older.
The tables include a totals row at the bottom, reflecting the selected companies and reporting currency.
Important Note
A customer or supplier recorded under different names or IDs in different QuickBooks Online or Xero companies may appear as separate entries in By Party. Check the underlying records if you expect those balances to be combined.
Need help? Visit gather.nexus, click the chat icon in the bottom-right corner, or email [email protected] for assistance.