Accounts Receivable Ledger Template

Accounts receivable ledger template - Excel
Accounts Receivable Ledger Template Example

Our accounts receivable ledger template is designed in Excel and is simple to use. It is also known as a sales ledger template. As with all our templates, it is free, and no registration is required. It can be downloaded at the end of this page.

Keeping a list of overdue sales invoices for payment is part of credit control and cash flow. Our template will show you how many days overdue invoices are, the amount owing, and space to note communications with the customer.

It is important to contact customers to chase up payments that are becoming due or overdue. Many businesses fail to complete credit control promptly and can then end up with cash flow problems.

Read our guide on how to complete credit control and chase customers for money.

Accounting Software for Accounts Receivable

If you have lots of customer invoices, you may save time by using an accounting package. They will enable you to invoice customers quickly and keep track of outstanding accounts. It is even possible to set up automatic reminders.

The top accounting packages are FreshBooks, QuickBooks, Xero, and Crunch. They all include accounts receivable ageing reports. They all offer a free trial, which is worth taking out to see if the software meets the business needs.

Advantages of Using Accounting Software for Accounts Receivable

Here are a few advantages of using accounting software rather than an Excel template:

  • Professional looking invoices
  • Invoice on the go and email to customer
  • Produce up to date accounts receivable report
  • Automatic payment reminders

Accounts Receivable Ledger Template – Instructions

Download the Excel spreadsheet and open it. At the top, enter your business name.

Enter the details for a customer, invoice date, invoice number, and amount from your sales invoices. The credit terms are accessed from a dropdown list, and you can choose from 7, 14, 30, net monthly or 90 days.

Once all the sales invoice details are added, it will automatically calculate the number of days the invoice is overdue and post the amount to the correct period.

Sorting Accounts Receivable Data

Once several invoices are listed, you may want to sort the information by the due date, invoice number or customer name. It is simple to do following the steps below.

  • 1. Highlight the rows that you wish to sort.
  • 2. Using the top Excel ribbon, choose – Data – Sort – Use the drop-down list to select the column to sort by.
  • 3. Click OK

Below are two examples sorted by the due date and customer name.

Accounts receivable ledger template sort
Sales Ledger Template Sorted by Date
aged debtors template customer
Accounting Ledger Templated Sorted by Name

Accounts Receivable Ledger Template for Credit Control

Once the data is sorted by customer, it is easier to review the invoices which are overdue for payment. Using credit control procedures decide the best course of action to take. The course of action may be to send out a customer statement, a phone call, an email or a debt collection letter.

After taking action, record it in the comments section giving as much detail as possible. It will mean you will always know the next step worth taking.

Removing Paid Invoices

To keep the same amount of rows in the template, once a sales invoice has been paid you need to clear the information from the row (do not delete the row).

  • 1. Highlight the customer, invoice date, invoice number and amount.
  • 2. Use the mouse to right-click
  • 3. Select clear contents

You may then wish to sort the data to remove the cleared line. Do not delete the row, as this will reduce the number of rows for the future.

Year-End Accounts Receivable

When you reach your financial year-end, the accounts receivable report is part of the management reporting; it is, therefore, worth saving the spreadsheet with a different name.

Your accountant may need a copy of the template at year-end to check for any bad debts and ensure the account balances.

You can then continue using the template to keep your records up to date.

Accounts Receivable Ledger Template Copyright

Copyright Angela Boxwell t/a Business Accounting Basics. All rights reserved.

Licence Agreement

To download your free template, you must agree to our licence agreement

By clicking on the link, you agree to the licence agreement and download the free Accounts receivable ledger template.

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