Customer Outstanding Reports

Customer Outstanding Reports

Customer Outstanding Reports provide detailed information about outstanding balances owed by each customer, including invoice details, payment history, and collection status in EquiBillBook. This guide will help you generate and analyze customer outstanding reports effectively.

Understanding Customer Outstanding Reports

Customer Outstanding Reports help you:

• View outstanding balances by customer
• Track individual customer payment status
• Monitor overdue amounts per customer
• Analyze customer payment patterns
• Identify customers requiring collection follow-up
• Generate customer statements

Accessing Customer Outstanding Reports

To generate customer outstanding reports:

1. Navigate to the Reports module from the main menu
2. Click on Receivables Reports → Customer Outstanding Report or Outstanding Report
3. Select date range and filters
4. Click "Generate Report"

Alternatively, access from:

• Customers → Select customer → "Outstanding Report"
• Dashboard → Outstanding summary widget

Report Information Displayed

Customer Outstanding Summary

The summary shows:

• Total Outstanding: Sum of all customer outstanding amounts
• Number of Customers: Count of customers with outstanding balances
• Number of Invoices: Count of outstanding invoices
• Average Outstanding per Customer: Average outstanding amount
• Overdue Amount: Total overdue receivables
• Current Amount: Total not yet due

Customer-wise Breakdown

For each customer, the report shows:

• Customer Name: Customer details
• Customer Code: Customer reference code
• Total Outstanding: Total amount due from customer
• Current: Amount not yet due
• Overdue: Amount past due date
• Number of Invoices: Count of outstanding invoices
• Oldest Invoice Date: Date of oldest outstanding invoice
• Days Outstanding: Age of oldest invoice
• Last Payment Date: Date of last payment received
• Credit Limit: Customer credit limit (if set)
• Credit Limit Utilization: Percentage of credit limit used

Invoice Details

For each outstanding invoice, the report shows:

• Invoice Number: Sales invoice reference
• Invoice Date: Date of invoice
• Due Date: Payment due date
• Invoice Amount: Total invoice amount
• Paid Amount: Amount already paid
• Outstanding Amount: Remaining balance
• Days Overdue: Number of days past due (if overdue)
• Payment Terms: Payment terms applied
• Invoice Status: Paid, Unpaid, Partially Paid

Report Parameters and Filters

Date Range Selection

Select the period for the report:

• As of Date: Date to calculate outstanding (usually today or month-end)
• Predefined Ranges: Today, This Week, This Month, This Quarter, This Year
• Custom Range: Select specific from and to dates
• Financial Year: Filter by financial year

Customer Filter

Filter by customer:

• All Customers: Include all customers
• Specific Customer: Select one or more customers
• Customer Group: Filter by customer category
• Customers with Balance: Only customers with outstanding amounts
• Customers with Overdue: Only customers with overdue amounts
• Minimum Balance: Customers with balance above threshold

Status Filter

Filter by payment status:

• All: Include all statuses
• Unpaid: Fully unpaid invoices
• Partially Paid: Partially paid invoices
• Overdue: Overdue invoices
• Current: Not yet due invoices

Location/Branch Filter

Filter by location or branch:

• All Locations: Include all locations/branches
• Specific Location: Select one or more locations
• Location Group: Filter by location category

Aging Filter

Filter by aging bucket:

• All: Include all aging buckets
• Current: Not yet due
• 0-30 Days: 0-30 days overdue
• 31-60 Days: 31-60 days overdue
• 61-90 Days: 61-90 days overdue
• 90+ Days: Over 90 days overdue

Report Format and Layout

Summary Section

The report typically includes:

• Header: Report title, date range, company information
• Summary Metrics: Key outstanding totals
• Customer Summary: Customer-wise outstanding summary
• Invoice Details: Detailed invoice breakdown
• Charts and Graphs: Visual representations (if available)
• Footer: Report generation date, page numbers

Grouping Options

Group outstanding by:

• Customer
• Location/Branch
• Aging Bucket
• Payment Status
• Payment Terms
• Invoice Type

Generating and Viewing Reports

Generate Report

1. Select as of date
2. Apply filters as needed
3. Select grouping options
4. Click "Generate Report" or "View Report"
5. Review the generated report

Report Preview

The report preview shows:

• Complete outstanding summary in preview format
• Summary statistics at the top
• Customer-wise breakdown
• Detailed invoice listing
• Visual charts and graphs
• Options to export or print

Drilling Down into Details

Click on any customer or invoice to view:

• Complete invoice details
• Payment history for the invoice
• Customer transaction history
• Customer statement
• Payment reminders sent

Exporting Reports

Export Formats

Export reports in various formats:

• Excel (XLS/XLSX): For analysis and manipulation
• PDF: For printing and sharing
• CSV: For data import to other systems

Export Process

1. Generate and preview the report
2. Click "Export" or "Download"
3. Select export format
4. Choose export options (columns, grouping, etc.)
5. Download the exported file

Printing Reports

To print reports:

• Generate and preview the report
• Click "Print" or "Print Preview"
• Review print preview
• Adjust print settings (orientation, margins, etc.)
• Select pages to print if needed
• Print or save as PDF

Report Analysis

Key Metrics to Review

Analyze these metrics:

• Total Outstanding: Overall outstanding amount
• Top Customers: Customers with highest outstanding
• Overdue Customers: Customers with overdue amounts
• Credit Limit Utilization: Customers exceeding credit limits
• Average Outstanding: Average outstanding per customer
• Collection Efficiency: Payment collection rate

Customer Analysis

Identify customer patterns:

• Customers with increasing outstanding
• Customers consistently overdue
• Customers approaching credit limits
• Customers with long outstanding periods
• Customers requiring collection follow-up

Using Reports for Collections

Use outstanding reports for collections:

• Prioritize Collections: Focus on highest amounts and oldest invoices
• Generate Statements: Create statements for customers
• Send Reminders: Send payment reminders to overdue customers
• Review Credit Limits: Review and adjust credit limits
• Track Follow-up: Track collection follow-up activities

Best Practices

• Generate reports regularly (weekly, monthly)
• Review reports for accuracy and completeness
• Monitor customer outstanding trends regularly
• Focus collection efforts on overdue accounts
• Use filters to focus on specific customers
• Compare with previous periods to track trends
• Generate customer statements from reports
• Share reports with management regularly
• Export reports for record-keeping
• Keep exported reports for audit purposes

Troubleshooting

Report shows no data:

• Check as of date is correct
• Verify filters are not too restrictive
• Ensure customers have outstanding balances
• Check location/branch selection

Outstanding amounts don't match expected:

• Verify all invoices are recorded
• Check payment entries are correct
• Review invoice status
• Verify payment allocation

Invoice details missing:

• Check invoice records are complete
• Verify invoice dates are correct
• Review payment terms settings
• Check due date calculations

Customer Outstanding Reports in EquiBillBook provide detailed insights into customer receivables, helping you manage collections effectively, assess credit risk, and maintain healthy cash flow.