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Receivables Analytic Reports

The Receivables analytics contains a list of reports that show all the money owed to you by your customers from various sources.

Note: Users in custom roles can perform actions and access modules only based on the permissions enabled for them.

You can access the following Receivables reports in Zoho ERP:

  • AR Aging Summary
  • AR Aging Details
  • Invoice Details
  • Sales Order Details
  • Delivery Challan Details
  • Quote Details
  • Customer Balance Summary
  • Receivable Summary
  • Receivable Details

AR Aging Summary

The AR Aging Summary report groups outstanding receivables by customer name. It organizes them based on the number of days due and provides a consolidated view of the unpaid amounts.

You can generate this report by:

  • Invoice Due Date: Groups receivables based on when payments are expected.
  • Invoice Date: Groups receivables based on when invoices were created.
    This makes it easy to compare receivables across customers and understand how outstanding amounts are distributed at a high level.

Scenario: The finance team wants to understand which customers have outstanding receivables and how those amounts are distributed across aging periods. They generate the AR Aging Summary report to view outstanding receivables grouped by customer. This helps them quickly identify customers with higher pending balances without reviewing individual invoices.

Here’s how you can view this report:

  • Navigate to Reports on the left sidebar.
  • Select Receivables in the Report Category pane.
  • Click AR Aging Summary.

This report includes the following columns:

  • Customer Name: The name of the customer with outstanding receivables.
  • Current: The total amount currently due from the customer.
  • 1–15 Days: The total amount overdue by 1 to 15 days.
  • 16–30 Days: The total amount overdue by 16 to 30 days.
  • 31–45 Days: The total amount overdue by 31 to 45 days.
  • >45 Days: The total amount overdue by more than 45 days.
  • Total: The sum of all outstanding amounts for the customer.
  • Total (FCY): The total outstanding amount converted into the selected foreign currency.

AR Aging Details

The AR Aging Details report lists outstanding receivable transactions, such as invoices and customer opening balances, along with their current status and age. This makes it easier to review at a transaction level. You can generate this report by:

  • Invoice Due Date: Lists transactions based on payment deadlines.
  • Invoice Date: Lists transactions based on when transactions were created.

Scenario: The finance team wants to identify which specific invoices and opening balances are overdue for different customers like Komal, Paul, and Zeus. They generate the AR Aging Details report to view each overdue transaction along with its age, enabling the team to follow up on specific invoices and opening balances.

Here’s how you can view this report:

  • Navigate to Reports on the left sidebar.
  • Select Receivables in the Report Category pane.
  • Click AR Aging Details.

This report includes the following columns:

  • Date: The date on which the transaction was created.
  • Due Date: The date by which payment is expected for the transaction.
  • Transaction#: The unique reference number assigned to the transaction.
  • Type: The type of transaction, such as Invoice or Customer Opening Balance.
  • Status: The current status of the transaction.
  • Customer Name: The name of the customer associated with the transaction.
  • Age: The number of days the transaction has been outstanding or overdue.
  • Amount: The total value of the transaction, representing the receivable amount due from the customer.

Invoice Details

The Invoice Details report lists individual invoices within a selected date range. You can generate the report by:

  • Invoice Date: Lists invoices based on when they were created.
  • Invoice Due Date: Lists invoices based on when payment is expected.

Each invoice appears as a separate record, allowing you to review invoice information at a transaction level.

Scenario: The finance team wants to review the complete list of invoices issued in January to verify invoiced amounts and track invoice statuses for the period. They generate the Invoice Details report to view all invoice details in one place without opening each invoice individually.

Here’s how you can view this report:

  • Navigate to Reports on the left sidebar.
  • Select Receivables in the Report Category pane.
  • Click Invoice Details.

This report includes the following columns:

  • Status: The current state of the invoice, such as Draft, Sent, Paid, or Overdue.
  • Invoice Date: The date on which the invoice was created.
  • Due Date: The date by which payment for the invoice is expected.
  • Invoice#: The unique reference number assigned to the invoice.
  • Order No: The associated sales order number, if applicable.
  • Customer Name: The name of the customer to whom the invoice was issued.
  • Total: The total amount of the invoice, including all items and charges.

Sales Order Details

The Sales Order Details report lists individual sales orders within a selected date range. Each sales order appears as a separate record, allowing you to review order information at a transaction level. You can filter the records based on the following status types:

  • Sales Order: Draft, Pending, Confirmed, Void, Closed
  • Invoice: Partially Invoiced, Invoiced, Not Invoiced
  • Shipment: To be Packed, To be Shipped, Partially Shipped, Shipped, Fulfilled, Not Shipped

Scenario: The sales team needs to monitor all sales orders placed over the year to understand their current status. They generate the Sales Order Details report to track pending, confirmed, or closed orders in one place. It helps them plan follow-ups, deliveries, and invoicing without opening each order individually.

Here’s how you can view this report:

  • Navigate to Reports on the left sidebar.
  • Select Receivables in the Report Category pane.
  • Click Sales Order Details.

This report includes the following columns:

  • Status: The current state of the sales order, such as Draft, Pending, Void, or Closed.
  • Date: The date on which the sales order was created.
  • Expected Shipment Date: The date by which the order is expected to be shipped.
  • Sales Order#: The unique reference number assigned to the sales order.
  • Customer Name: The name of the customer who placed the order.
  • Amount: The total value of the sales order.

Delivery Challan Details

The Delivery Challan Details report lists individual delivery challans within a selected date range. It shows the status of each challan along with its corresponding invoice status and amount.

Scenario: The operations team wants to review delivery challans issued in December to track delivered goods and their invoicing status. They generate the Delivery Challan Details report to view all relevant delivery records for the period in one place.

Here’s how you can view this report:

  • Navigate to Reports on the left sidebar.
  • Select Receivables in the Report Category pane.
  • Click Delivery Challans Details.

This report includes the following columns:

  • Delivery Challan#: The unique reference number assigned to the delivery challan.
  • Date: The date on which the delivery challan was created.
  • Status: The status of the delivery challan, such as Draft, Open, Delivered, or Returned.
  • Invoice Status: The invoicing status of the delivery such as Not Invoiced, Partially Invoiced, or Invoiced.
  • Customer Name: The name of the customer receiving the delivery.
  • Amount: The total value of goods listed in the delivery challan.

Quote Details

The Quote Details report lists all customer quotes within a selected date range. You can generate the report by:

  • Quote Date: Lists quotes based on when they were created.
  • Expiry Date: Lists quotes based on when they are set to expire.

Scenario: The sales team wants to review all quotes created over the year to see the status of each quote, whether accepted, invoiced, declined, or pending. They generate the Quote Details report to help them prioritise and manage potential projects effectively.

Here’s how you can view this report:

  • Navigate to Reports on the left sidebar.
  • Select Receivables in the Report Category pane.
  • Click Quote Details.

This report includes the following columns:

  • Status: The status of the quote, such as Sent, Accepted, Invoiced, Pending Approval, Approved or Declined.
  • Quote Date: The date on which the quote was created.
  • Expiry Date: The date on which the quote is set to expire.
  • Quote#: The unique reference number assigned to the quote.
  • Reference#: The reference number assigned to the quote for tracking purposes.
  • Customer Name: The name of the customer for whom the quote was created.
  • Invoice#: The invoice number associated to the quote, if the quote has been converted to an invoice.
  • Project Name: The name of the project associated with the quote, if applicable.

Customer Balance Summary

The Customer Balance Summary report provides a consolidated view of outstanding balances for each customer. It displays their net balance, which can be either debit or credit.

Scenario: The finance team needs to assess customer balances at the end of January to identify debit and credit standings. They generate the Customer Balance Summary report for the particular period. This helps them to see which customers owe money (debit) or have credit balances, helping them plan collections or adjustments efficiently.

Here’s how you can view this report:

  • Navigate to Reports on the left sidebar.
  • Select Receivables in the Report Category pane.
  • Click Customer Balance Summary.

This report includes the following columns:

  • Customer Name: The name of the customer.
  • Invoiced Amount: The total value of invoices issued to the customer during the selected period.
  • Amount Received: The total payments received from the customer.
  • Closing Balance: The net balance for the customer, which can be a debit (outstanding balances) or credit (excess payment/advance).

Receivable Summary

The Receivable Summary report provides a customer-level overview of outstanding receivables. It aggregates amounts for each customer, showing totals and balances without listing individual transactions. You can include the following entities for generating reports:

  • Invoices
  • Credit notes
  • Sales receipts

Scenario: The finance team wants a high-level view of customer receivables for the year. They generate the Receivable Summary report to see total amounts owed by each customer and compare balances, without reviewing each invoice or credit note individually.

Here’s how you can view this report:

  • Navigate to Reports on the left sidebar.
  • Select Receivables in the Report Category pane.
  • Click Receivable Summary.

This report includes the following columns:

  • Customer Name: The name of the customer.
  • Invoiced Amount: The total value of invoices issued to the customer during the selected period.
  • Amount Received: The total payments received from the customer.
  • Closing Balance: The net balance for the customer, which can be a debit (outstanding balances) or credit (excess payment/advance).

Receivable Details

The Receivable Details report lists individual receivable transactions. It shows status, type, and amount for each transaction, allowing you to track exactly which transactions contribute to a customer’s outstanding balance. You can include the following entities for generating reports:

  • Invoices
  • Credit notes

Scenario: The finance team is following up on overdue payments. Instead of seeing only the total outstanding amount per customer, they use the Receivable Details report to identify exactly how much is outstanding for each transaction. This helps them contact customers with precise payment details and close specific receivables faster.

Here’s how you can view this report:

  • Navigate to Reports on the left sidebar.
  • Select Receivables in the Report Category pane.
  • Click Receivable Details.

This report includes the following columns:

  • Customer Name: The name of the customer associated with the transaction.
  • Date: The date when the transaction was recorded.
  • Transaction#: The unique identifier for the transaction.
  • Reference#: The reference number related to the transaction, used for tracking.
  • Status: The status of the transaction, such as Draft, Open, Sent, Overdue, Paid, Closed, or Void.
  • Transaction Type: The type of transaction, such as Invoice or Credit Note.
  • Item Name: The name of the item involved in the transaction.
  • Quantity Ordered: The number of units of the item included in the transaction.
  • Item Price (BCY): The price per unit of the item in the base currency.
  • Total (BCY): The total value of the item in the transaction, calculated in the base currency.
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