Account statement, cash liquidity and ageing
Three reports that answer: why is this customer's balance what it is? Where is the cash right now? And who is late paying, and by how many days?
On this page
These three reports sit directly under the Reports menu and are the most used day to day after the dashboard.
Account statement
From Reports, then Account statement. At the top choose the statement mode:
- Account: any account from the chart of accounts, such as a cashbox, a bank or an expense account.
- Customer or Supplier: pick the name to see its statement on its receivable or payable account.
- Employee: an employee's account, such as a cashier whose shift differences are charged to them.
Set From and To (default: start of year to today). The statement shows the opening balance before the period, then every movement with its date, document number, description, debit, credit and running balance, and the closing balance at the bottom. The print button produces a clean copy for the customer.
Tip
You can reach a customer's statement directly from their record under Accounts, and from any invoice through the party name. The link carries the period, so you can share it with your accountant.
What happens in the books
A party statement reads the movement of its receivable or payable account filtered by its name: invoices increase the balance (debit), receipts and returns reduce it (credit). An incoming cheque settles the receivable the moment it is received and is recorded under "Cheques for collection" until it clears.
Cash liquidity report
From Reports, then Cash liquidity report (formerly "Cash position"). The page title is "Treasury" and it has three tabs:
Cash in cashboxes and banks
Three cards: Total cash (in base currency), Cheques on hand, Outgoing cheques not yet paid. Then a table with every cashbox, bank, card settlement account and wallet: code, name, type, currency, balance in its own currency and in the base currency. This is the answer to "where is my money right now?".
Due cheques
Choose the horizon: Today, Within a week, Within a month, Within a year. It lists incoming cheques to deposit and outgoing cheques about to leave your account, with overdue days when the due date has passed. Full details in Cheques.
Ageing
Opens the same tab that the Ageing menu item opens, explained next.
Ageing
From Reports, then Ageing. Choose Customers (owed to us) or suppliers. The report takes every posted invoice that is not fully settled and places the remaining amount in a bucket by days overdue from the due date (or the invoice date when there is no due date):
| Bucket | Meaning |
|---|---|
| Current | Not yet due |
| 1 to 30 | Up to a month late |
| 31 to 60 | Two months late |
| 61 to 90 | Three months late |
| Over 90 | Needs serious follow-up |
Rows are sorted from the largest debt to the smallest, with a total per bucket at the bottom. Amounts are in the base currency at the invoice's exchange rate.
Watch out
Ageing reads invoices, not the account balance. A receipt recorded as a payment on account and not allocated to an invoice does not remove that invoice from the report. Allocate the receipt to its invoices from the voucher screen so ageing is correct. See Receipt and payment vouchers.
Which one to use when
- A customer asks "why is my balance this much?": Account statement.
- Before a large purchase or paying a supplier: Cash liquidity report.
- Every week for collections: Ageing, starting with the "Over 90" bucket.
- To set a realistic credit limit for a customer: read their ageing, then set the credit limit.
Frequently asked questions
Where did the "Cash position" report go?
It was renamed "Cash liquidity report" and moved to the Reports menu. Same content: cash in cashboxes and banks, due cheques and ageing.
Does the walk-in cash customer appear in ageing?
No. The report includes invoices with a named party only; cash customer invoices are settled on the spot.
Why does a customer's statement balance differ from their ageing total?
The statement reads every account movement including unallocated payments; ageing reads the remaining amount on invoices only. Allocate payments to their invoices and the two agree.