Read the AP and AR aging reports

Two reports show what's outstanding, bucketed by how overdue it is:

• AR Aging (Ledger › Reports › Customers › AR Aging): unpaid customer invoices, who owes you and for how long.
• AP Aging (Ledger › Reports › Suppliers › AP Aging): unpaid supplier bills, what you owe and for how long.

Both use the buckets Current · 1-30 Days · 31-60 Days · 61-90 Days · 90+ Days, with the 90+ column highlighted when there's anything in it. Download either as CSV or PDF. On AP Aging, Group by vendor rolls bills up by supplier once your bills are vendor-linked, and each supplier's subtotal is in your book's currency, like Total Outstanding under it.

Both reports read as of today. AR Aging lists sent, viewed, and overdue invoices (paid and credit-note rows drop off); AP Aging lists your approved and matched bills.

Bills that aren't on AP Aging

AP Aging answers one question: what do you still owe your suppliers? So it leaves out bills where the supplier has already been paid.

• Someone paid it out of their own pocket. If a bill is marked as paid by you personally or by a team member, the supplier got their money at the till. What's outstanding is the reimbursement to that person, so the bill is not a supplier payable and never shows here. Find it under Reimbursements on Ledger › Expenses, grouped by person with that person's running balance.
• A receipt. A receipt is proof of a payment you already made, so it's paid at capture.
• You paid it on a business card and the bank line hasn't arrived yet. This one is only waiting on reconciliation, so it stays inside your Accounts Payable balance even though aging leaves it out.

The Vendors page follows the same rule. A supplier's Unpaid and Overdue figures count only what you still owe that supplier, while spend counts every bill, however it was paid. Expand a vendor's row and any of the above appear under Not in aging with the reason, so a bill never disappears from the supplier you spent the money with.

Invoices and bills in another currency

Raising a new invoice in another currency is temporarily unavailable, so for invoices this applies to one you raised before. An invoice in US dollars sits on AR Aging in US dollars, because that is what the customer owes you. A supplier's US dollar bill sits on AP Aging in US dollars for the same reason. The buckets across the top and the total at the bottom (Total Receivable on AR Aging, Total Outstanding on AP Aging) are in your book's own currency instead, so the total is a figure you can act on rather than a mix of two.

The conversion is the one your books already used. When an invoice is issued or a bill is booked, TALISK_HQ records what it was worth in your currency on that day, and the aging report uses that recorded value, never today's rate. So these reports, your balance sheet and your general ledger always agree.

When part of a foreign invoice or bill has been paid, the share that is left uses the same rate, so a half-paid document takes half its recorded value off the total.

Whenever anything in another currency is outstanding you get a subtotal per currency, showing both what is owed in that currency and what it is worth in yours. It appears even when the only open document is foreign, because that is exactly when the total came from a figure in another currency. The same breakdown is in the CSV and the PDF.

The same rule holds everywhere TALISK_HQ adds documents up. On the Clients list, a customer's billed total and their Outstanding are both in your book's currency, with the foreign share shown under each, so what a customer owes can never read as more than you billed them. Outstanding counts the same invoices AR Aging does: sent, viewed and overdue ones. Drafts, cancelled and written-off invoices, and credit notes, are not money anyone owes you, so they are left out of both figures. A client's own page, and the client screen on the phone, show the same Billed and Outstanding figures as the Clients list, and they refresh as soon as one of that client's invoices changes. On a supplier's panel on the Vendors page, what you owe today is in your book's currency too. On the Invoices page, the Outstanding, Overdue and Paid this month cards are your whole book in your book's currency, the same figures as Invoicing and the phone, not just the invoices on the page you are looking at. The revenue-by-method card below them is the one exception: it adds up the invoices on the page you are looking at, one currency at a time, and says so.

If no exchange rate was available the day a document was issued or booked, TALISK_HQ records it at face value and checks again each day until a rate lands. Those documents stay in the total at face value in the meantime, and the report tells you how many there are and how much of the total they are, so you can see whether the figure will move by a little or by a lot. An invoice still at face value a few business days later, usually because it has a payment recorded or sits in a locked period, raises a card on your books-health checks. When the invoice's only payment is a deposit on a foreign-currency bank account that was also recorded while the rate was missing, TALISK_HQ records the invoice and the deposit again, together, once a rate is published. A deposit recorded on a day that had a rate never moves, so for that invoice ask your accountant. It never moves an invoice underneath any other payment, or several payments, so for one of those ask your accountant to correct the difference. If the period is locked, unlock it, let the nightly check re-book, then lock it again; if it was locked by filing a return, talk to your accountant rather than re-opening it.

Deposits held are shown, never deducted

If a customer has paid you a deposit, AR Aging shows it on its own line under Total Receivable, labelled Deposits held (not owed to you). It is not taken off the total and not taken off that customer's buckets.

That is deliberate, and it is the accounting rather than a display choice. A deposit is not a payment on any of the invoices above it: it is money you are holding against work you have not billed yet, and until you do the work you owe it back. So it sits in a liability account, not against your receivables. Subtracting it here would say a customer owes you less than they do, and would make this report stop agreeing with your books.

It is on the report anyway because it is the same conversation. If you are about to chase Dana Whitfield for $4,000, it matters that $2,700 of hers is already in your bank. When you bill the work, use Apply deposit on the invoice: that is what turns the deposit into a payment, and only then does the amount owing come down.

One thing to know: the deposits figure is always today's, even on a report you are reading for a past date. TALISK_HQ keeps no history of who was holding what, so it can only tell you where the deposits stand now.