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Aged Debtors Listing Report

Aged Debtors Listing Report



The Aged Debtors Listing Report provides a detailed overview of each family’s account balance, including their aged balance amounts.



To assist you with setting your Aged Balance Dates see: Payment and Billing Settings: Invoice and General Settings Configuration - Step 5


When would I use this report?


This report helps you monitor outstanding payments and identify overdue accounts by categorizing balances into aging periods.

  1. Tracking Overdue Accounts - To identify families with unpaid balances and see how long those amounts have been outstanding (e.g., 30, 60, 90+ days).
  2. Cash Flow Management - To forecast incoming payments and assess the impact of overdue accounts on your organization’s cash flow.
  3. Debt Collection Follow-Up - To prioritize which accounts need reminders, follow-up calls, or escalation to collections based on aging categories.
  4. Financial Reporting & Audits - To provide accurate data for monthly or quarterly financial reviews and ensure compliance during audits.


How do I use the information on the report?


All reports are available via the Xap Analytics screen. For full details on managing and filtering reports via Xap Analytics see: Xap Analytics screen overview.



The Aged Debtors Listing report is broken into 3 Sections.


  • Days - Daily Breakdown of Attendance data.
  • Rooms - Room breakdown of Attendance data.
  • Details - Per Child/Per Date breakdown of bookings


Section 1 - Filters


Heading

Description

Centre

Refine the Centre/s to view the data for.

Transactions to Date

View Transactions within the selected date range.

Balances as Of*

View the Balances as of a selected date.

Non-Zero Balances

Select to exclude Payment Accounts at a $0.00 balance

Payment Account Status

Refine the Payment Accounts status to view the data for e.g. Active, Suspended, Archived etc.

Family Status

Refine the Families by status to view the data for e.g. Active, Inactive, Archived etc.


Section 2 - Summary

Section

Description

Account Balance ($)

Current Balance for the Service/s.

Not Due ($)

Any records which are posted to the account but not invoiced yet so technically are not due yet.

0-7 Days ($), 8-30 Days ($) etc.

Aged Debt values



Section 3 - Report


Important Columns to note

Column

Description

Account Holder Type

Individual (Guardian) or Organisation (Third Party Holder)

Account Balance

Payment Account current balance- (red = in debt, green = in credit /$0.00 balance)

CR (Credit) DR (Debit)

If the Family is in credit or debit

Payment Method

Payment account set payment method eg. Direct Debit, Direct to Centre or B-Pay

Is Direct Debit Setup

Yes or No

Payment Frequency

Indicates the service default setting or if the payment account is set to a different payment frequency. e.g. Service setting = Weekly, Payment Account set to Fortnightly

Next Scheduled Payment

Date for the next payment for the payment account.

Payment Type

For Direct Debit Families - GAP Fee, Gap/Up to Amount, Fixed Recurring


The system standard Aged Debt Brackets will display, however you can customise them when you export the report, once exported the display screen will still display the system default age brackets.



Payment Account Details


  1. By selecting the blue Payment Account name, you will be able to view a detailed Payment Account modal for easier access to key information.

  1. View the Payment account information including:
  • Contact details
  • Family & Child Tag's
  • Payment Account history
  1. Select Go to Payment Account to view/manage the details further if required.







Updated on: 23/04/2026

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