Xero Groups · Track 4 · Tutorial 1 of 2
See who owes what
BrizoConsol keeps a copy of your Xero organisations’ invoices and bills. Pulse turns the unpaid ones into a customer ageing, so you can see who owes what, and how late, without opening Xero.
1Know where the figures come from
Each read takes in a month’s invoices and bills with their balances as Xero holds them that day. The last 6 months are read every night, so a payment recorded in Xero today shows tomorrow.
Older months are re-read a month at a time: each night, one older month that still holds an unpaid invoice, and one that still holds an unpaid bill. An invoice paid long after its month may take a few nights to drop out — or reload its month yourself, as in step 6.
2Open Receivables on Pulse
- Select Harbour Pty Ltd.
- Open Pulse → Receivables.
- Scroll to Aging Summary.
The top of the page — the health score, KPIs and balance trends — follows the month you choose. The Aging Summary doesn’t: it is today’s position, ageing each unpaid invoice from its due date to today.
3Read the ageing
| Total Due | What the customer still owes, in Harbour Pty Ltd’s currency, AUD. A part-paid invoice counts only its balance. |
|---|---|
| Future | Not yet due. |
| 0-30 to 91+ Days | Days past the due date, today. |
| Risk | Low, Medium or High, from how late the customer pays on average, and how much they owe against the company’s receivables and against its revenue. |
Use the filters above the table to list only one age band — 91+, say — or only High risk customers. Draft invoices aren’t included: they aren’t posted in Xero.
4Open a customer’s invoices
- Click Parkside Catering. Its unpaid invoices open under it, with Invoice Date, Due Date, Status, Amount Due and Total.
- Click INV-0438. The invoice opens in Xero in a new tab, if you are signed in to Xero.
INV-0438 was for 10,400.00; 4,000.00 has been paid, so 6,400.00 is due, 68 days late. Status shows OVERDUE rather than PARTIAL, because being late is what needs acting on.
Check
Parkside Catering’s invoices add up to its 15,400.00 Total Due, and Xero shows the same amounts due on INV-0412 and INV-0438.
Status is set when the invoice’s month is read. An invoice that has fallen due since then can still read OPEN; the age columns are always worked out against today.
5Look at the whole group
Select your group instead, and the Aging Summary lists the customers of every organisation beneath it. A customer that buys from two of your organisations under the same name shows once, with both organisations’ invoices.
Read organisations in other currencies on their own. On the group, each invoice is added in its own organisation’s currency. Harbour NZ Ltd’s NZD balances would be added to Harbour Pty Ltd’s AUD ones as they are, so select each organisation to read its ageing in its own currency.
Pulse → Payables works the same way for bills: who you owe, and when.
6If something goes wrong
| A paid invoice still shows | If the invoice is from the last 6 months, it clears after the next nightly read. If it is older, open Settings → Organisation Settings → Data Loading and load its month with Invoices ticked. |
|---|---|
| Nothing has updated for days | The Xero connection may have expired. If the company shows Token expired in the Organisation Hierarchy, click Reconnect Now there. |
| Unknown balances: … | Some invoices came in without a balance, so totals and ageing leave them out. Reload the months they are in. |
| The invoice number isn’t a link | The invoice has no Xero ID, for example because it was uploaded rather than read from Xero. |
Want more detail? See the documentation