How to Create a Debtors Ageing Report in Excel Format

Written by Aung Shine

Last updated: May 3, 2024

Debtors Ageing is a tool by which business companies or financial institutions track the status of their accounts receivable. This is usually presented in a report format that groups outstanding invoices by customer and date range. Ageing starts when the payments get delayed upon this credit limit.

This image shows our sample dataset.

STEP 1 – Find Due Date

Calculate the Due Date with formula.
For this select cell I5.
Enter the formula:

=D5+F5

Press Enter.
Use AutoFill to complete the rest.

STEP 2 – Determine Outstanding Amount

Select cell J5.
Insert the formula:

=E5-G5

Press Enter.
Apply AutoFill.

STEP 3 – Calculate Days Past Due Date

Select cell K5.
Input the formula:

=TODAY()-I5

Press Enter.
Choose the Number format for cell K5.
The days past due date is returned numerically.

Use AutoFill to complete the rest.
Press Delete for the K7 cell to clear the cell value as the customer has cleared their debt.
The dataset will look like the one displayed below.

STEP 4 – Add Remarks

Select cell L5.
Enter the formula:

=IF(K5="","",IF(K5<90,"Contact Customer","Issue Warning"))

Press Enter to return the remark.
Use AutoFill to complete the rest.

NOTE: The IF function returns a blank if K5 is empty. If K5 is below 90, it’ll return Contact Customer. Otherwise, you’ll see Issue Warning.

Final Output

The following figure is our final output.

Download Practice Template

Download the following template to practice by yourself.

Debtors Ageing Report.xlsx

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4 Comments

adil ahmed Jul 11, 2023 at 2:36 PM

very simple, good
- Reply
  Shamima Sultana Jul 12, 2023 at 9:44 AM
  
  Dear Adil Ahmed,
  
  You are most welcome.
  
  Regards
  ExcelDemy
Jon S M Aug 23, 2023 at 11:18 PM

Good…
How about if customer has more than one invoice with different dates
- Reply
  Sajid Ahmed Aug 28, 2023 at 12:52 PM
  
  Hlw Jon S M,
  
  Thanks for your comment.
  If a customer has more than one invoice with different dates, you have to include multiple rows for that customer in the dataset. Each row will represent a separate invoice entry.
  The information related to that customer, such as their name, will be repeated in each row for their respective invoices. But the dates, invoice ids and invoice amounts will be different. The rest of the process is similar with this article.
  
  If you have other queries let me know in the comment.
  Regards,
  Sajid Ahmed
  Exceldemy