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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](https://help.xap.rocks/en/article/payment-billing-settings-invoice-and-general-settings-configuration-15a8jpi/#3-payment-and-billing-settings-invoice-and-general-settings-configuration)

### 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.](https://help.xap.rocks/en/article/xap-analytics-1ei0c3r/)


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.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_urelrx.png)

### 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.
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_zihdnb.png)
2. View the Payment account information including:
* Contact details
* Family & Child Tag's
* Payment Account history
3. Select **Go to Payment Account** to view/manage the details further if required.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_10alym2.png)