The AR & AP Report lets you open a customer or supplier account to review its outstanding items and transaction history. You can also open an individual invoice or bill to see its details and trace the outstanding balance back to the original record in QuickBooks Online or Xero.
1) Find a Customer, Supplier, Invoice, or Bill
Open the AR & AP Report and select the appropriate report type:
Receivables for customer invoices.
Payables for supplier bills.
Choose the companies and other filters you need.
You can use By Party to find a customer or supplier, or Detail to locate a specific invoice or bill.
2) Search in the Detail View
The Detail view provides a search box and an ageing filter to help you find specific outstanding items.
Use the search box to search by:
Customer or supplier
Company
Invoice or bill reference
You can also use the Ageing Bucket filter to display only items in a selected ageing band.
For example, you can narrow the list to items in the Current, 1–30 days, 31–60 days, 61–90 days, or oldest ageing band.
You can still sort the results by any column to find the items you need.
3) Open a Customer or Supplier Account
Click the customer's or supplier's name to open the details panel on the right.
The panel provides an overview of the account, including:
Customer or supplier name
Email address and phone number, where available
Number of unpaid invoices or bills
Total outstanding balance
Use the search and sorting controls in the panel to locate a specific item.
4) Review Outstanding Items
The panel lists the customer's unpaid invoices or the supplier's unpaid bills, grouped by the company they belong to.
Each company group displays its own subtotal.
Click an invoice or bill reference to open its detailed view.
This helps you understand which transactions make up the customer's total outstanding balance or the amount your business owes a supplier.
5) View the Full Account Activity
Switch to All activity to review the complete transaction history for that customer or supplier.
The statement includes transactions such as:
Invoices or bills
Part-payments
Credit notes
Transactions are displayed in date order with a running balance, allowing you to see how the outstanding amount has changed over time.
This is useful when checking a customer's payment history or responding to a supplier's balance query.
6) Open an Invoice or Bill
Click an invoice or bill reference to open its detail panel.
The panel displays the key information for that transaction, including:
Customer or supplier
Company
Invoice or bill reference
Invoice date
Due date
Original amount
Converted amount, where applicable
Age and ageing band
The original currency amount and the amount converted into the report's selected currency are shown where applicable.
7) Review the Line Items
The invoice or bill panel lists the individual line items, including:
Description
Quantity
Unit price
Line total
The line totals add up to the invoice or bill amount.
Use this section to review what was charged before investigating how much remains outstanding.
8) Review the Transactions Behind the Outstanding Balance
The related transactions section shows the original invoice or bill and the payments or credit notes applied to it.
A running Outstanding column shows how the balance changes after each transaction.
For example:
Original bill: £158,400
Less payment: £26,000
Remaining balance: £132,400
Less credit note: £4,000
Outstanding balance: £128,400
The outstanding balance should reconcile to the amount displayed elsewhere in the report for that bill.
9) Open the Original Record
Select View in Xero or View in QuickBooks, depending on where the transaction originated.
GATHER.nexus opens the original record in the relevant accounting system so you can inspect it there.
The AR & AP Report itself is read-only. Any changes to invoices, bills, or payments must be made in the original accounting system.
Important Notes
Outstanding balances depend on the information recorded in QuickBooks Online and Xero, including payments and credit notes.
Contact details and transaction information are shown when available in the connected accounting records.
A customer or supplier recorded under different names or IDs across companies may appear as separate entries in By Party.
Need help? Visit gather.nexus, click the chat icon in the bottom-right corner, or email [email protected] for assistance.