Accounts Receivable

Introduction

The Accounts Receivable report shows all open and unpaid invoices for your site. It helps you track how much customers owe you, and the number of days those invoices are overdue. With the CSV Export you will also see Credits and Prepayment balances that are linked to your subscriptions. This will allow you to see which invoices can be paid right away by allocating existing balances.

How to access

To open the Accounts Receivable report go to the Insights tab and click the “Accounts Receivable” link.

To access the report click here

Report’s content

Key Performance Indicators (KPI)

At the top of the page, you will see the Key Performance Indicators for your Accounts Receivable - an aggregated view of your data. Current invoices are open invoices where the due date has not yet been reached (“Days outstanding” is 0 or less). Overdue invoices are the ones whose due date has been exceeded (“Days outstanding” is 1 or more). KPIs include:

  • Outstanding Balance - shows the total amount for all uncollected invoices (with the status of open or unpaid);
  • Average Days Outstanding - shows the average number of days that a single invoice is unpaid. It operates on “Days Outstanding” values so it could be positive or negative;
  • Outstanding Invoices - shows the number of the uncollected invoices;
  • Aging Period - shows the graph for the uncollected invoices. You can switch between Invoices (number of invoices) and Balance (total amount for invoices). The graph is divided into 30 day periods, based on how many days a single invoice is in overdue. The Current value represents invoices that have not passed their due date.

If you are using multicurrency, balance value will be shown in the Site primary currency.

All KPIs available in the report

Invoices List

Below your KPIs you will see a list of your outstanding invoices. It will contain all unpaid or open invoices with positive due amounts for the Site. Besides all the basic information for an invoice, there are fields that get updated daily: “Days Outstanding” and “Aging Period”. They are here to help determine how long a single invoice is not paid. If the invoice due date is in the future (due to net terms set) “Days Outstanding” could be negative. All non-positive values for days outstanding will put invoice in the Current aging period.

If there is any credit or prepayment that can be applied to an invoice it will be shown as pill with a value at the end of the row. To apply it, you need to open the invoice page and “Record Payment”. You can navigate to an invoice by clicking on the invoice number (e.g. INV-123).

Invoices sorted by due amount (with multiple currencies)

Important note: if you are using multicurrency, the values for the amount would be displayed in the currency that the invoice was issued in. While sorting the list by the amount, the values are recalculated to the primary site’s currency and sorted based on that. It takes into consideration if your site uses fixed exchange rates - if not, Chargify handles it and uses current rates.

CSV Export

From Accounts Receivable page there is ability to generate CSV report. You can do this by clicking the “download” icon in the upper-right corner.

Click on the icon to export data in CSV format

In addition to a list of invoices, the CSV export, will contain service credits and prepayment balances for customers with outstanding invoices. Service credits and prepayments are appended to the export file at the bottom. They will include the customer_id and subscription_id for the reference, issue date (just for service credits), and the remaining balance.

For more information please visit Exporting Data.