This article describes the Overdue Invoice List report, which lists Tax Invoices that have passed their payment Due Date and remain unsettled.
Overview
The Overdue Invoice List report shows every Tax Invoice whose payment is late, along with the amount invoiced, the amount receipted so far, and how many days the invoice has been overdue. Accounts staff run it to build a chase list for Accounts Receivable debtors, and managers run it to see how much invoiced revenue is outstanding at any point in time.
The report reads Tax Invoices, not open charges. A charge that has never been invoiced will not appear here: use the Unpaid Charges Report for those.
The Due Date on each invoice comes from the Credit Terms configured for the Property in Accounting Options - Tax Invoice tab..
Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.
Use Cases
- Weekly debtor chase - the accounts team runs the report in Overdue Tax Invoice mode to produce the current list of late invoices and the contact each one was raised to.
- Aged debt escalation - a manager sorts on No Of Days Overdue to identify invoices far beyond terms that need escalation or a credit hold.
- Part-paid invoice follow up - the accounts team compares Invoice Total against Settlement Total to find invoices that have received a partial receipt but still carry a balance.
- Month end review - the report is grouped by Due Date to review what fell due in the period and what remains unsettled.
How to Access
In the side menu of RMS, go to Reports > Accounting > Overdue Invoice List.
Report Options
The Report Options panel controls which invoices are returned and how the output is grouped. Select the options required, then select Build.
Tip! Report build screens default to a common use configuration, and selections can be made as required.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Invoice Created Between | Radio | Selected | Reports on Tax Invoices created within the selected date range. |
| Overdue Tax Invoice | Radio | Not selected | Reports on every Tax Invoice that is past its Due Date on the day the report is run. The date range is not applied. |
| Date Range | Date range | Today | Sets the From and To dates used by Invoice Created Between. |
| Group By | Dropdown | No Grouping |
Groups the output rows. Options:
|
| Property | Multi-select | All Selected | Limits the report to the selected properties. Shown on multi-property databases only. |
Column Headers
The columns below appear on the report output, left to right. Where a value depends on a setting or a calculation, the Source / Calculation column points to the relevant concept under Data Sources & Calculations.
| Column | Description | Source / Calculation |
|---|---|---|
| Invoice No | The Tax Invoice number. One invoice can cover several accounts, in which case each account appears on its own row under the same Invoice No. | Assigned in sequence when the Tax Invoice is created. |
| Account No | The account the invoiced charges were raised against. | Reservation Account |
| Res No | The reservation linked to the account. | Reservation |
| Apt Number | The Area allocated to the reservation. | Reservation > Area |
| Guest Name | The guest on the reservation. | Guest Profile |
| Arrival Date | The reservation arrival date. | Reservation |
| Departure Date | The reservation departure date. | Reservation |
| Invoice Total | The total value of the Tax Invoice. Totalled as Grand Total at the foot of the report. | Tax Invoice |
| Invoice Date | The date the Tax Invoice was created. | Tax Invoice |
| Due Date | The date payment falls due. | See Credit Terms and the Due Date |
| No Of Days Overdue | How many days late the invoice is. | See Days Overdue |
| Settlement Total | The value receipted against the invoice so far. Totalled as Grand Total at the foot of the report. | See Settlement and outstanding balance |
| Mode Of Settlement | The receipt type and reference for each receipt applied to the invoice. Displays Reversed where a receipt has been reversed. | See Settlement and outstanding balance |
| Travel Agent / Company Name | The Travel Agent or Company the invoice was raised to. Blank where the invoice was raised to a guest. | Travel Agent or Company Setup |
| User | The RMS user recorded against the invoice. | The user who created the invoice. |
Data Sources & Calculations
The following concepts each govern more than one column on the report.
Credit Terms and the Due Date
The Due Date is the Invoice Date plus the number of days set as the Credit Terms for the account. Credit Terms are configured per property on the Accounts Receivable tab of the contact the invoice is raised to: see Company Accounts Receivable for companies and travel agents, and Guest Accounts Receivable for guests.
An account set to 14 day Credit Terms and invoiced on 21 July 2026 therefore carries a Due Date of 4 August 2026. Because Credit Terms are set per property, the same contact can produce different Due Dates at each property in an Enterprise group.
Days Overdue
No Of Days Overdue is the number of whole days between the Due Date and the date the report is run, not the invoice age. An invoice due on 4 August 2026, viewed on a report run on 19 August 2026, shows 15 days overdue. The figure recalculates every time the report is built, so the same invoice returns a higher number each day it stays unpaid.
Settlement and outstanding balance
Settlement Total is the value already receipted against the invoice, and Mode Of Settlement lists the receipt type and reference behind that figure. Where a receipt has been reversed, Mode Of Settlement displays Reversed and the reversed value is excluded from Settlement Total.
The report does not include a remaining balance column. To find what is still owed on an invoice, subtract Settlement Total from Invoice Total. An invoice showing an Invoice Total of 1,600.00 and a Settlement Total of 1,000.00 has 600.00 outstanding.
Please Note! An invoice appears on this report until it is fully settled, so a part-paid invoice keeps reporting at its full Invoice Total. Always read Invoice Total alongside Settlement Total rather than treating the Grand Total as the amount owed.
Related Reports
- Invoice List Report - lists all Tax Invoices raised, not only the overdue ones.
- Debtors Ledger report - lists every account with an outstanding balance and ages the debt into 30, 60 and 90 day buckets.
- Unpaid Charges Report - shows charges that are outstanding but have not been invoiced.
- AR Statements Report - produces the statement sent to an Accounts Receivable debtor.
Related Articles
- Enable Accounts Receivable
- Process an Accounts Receivable payment
- View Outstanding Tax Invoices by Contact
- Accounting Options - Tax Invoice Tab
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