Introduction
A debtor ledger provides a detailed view of the money your customers owe your business. It helps you track receivables, monitor overdue accounts, and stay on top of cash flow. In Xero, this can be easily done through the Account Transactions report.
How to Generate a Debtor Ledger in Xero?
Step 1: From the dashboard, go to Reporting, choose Account Transactions.
Step 2: In the Account field, type and select Accounts Receivable.
Step 3: Choose the desired date range or reporting period to review transactions within that timeframe.
Step 4: In the Grouping/Summarising section, choose Group by Contact
Step 5: Click Update.
Step 6: Review the report to view all invoices, payments, and balances for each debtor.
Step 7: To share or keep a copy, click Export and choose PDF or Excel.
Frequently Asked Questions (FAQs) about Debtor Ledger in Xero
Q: What does the Debtor Ledger show?
A: It displays all customer-related transactions for Accounts Receivable, including invoices, payments, and outstanding balances.
Q: How can I view only one customer’s transactions?
A: Use the Filter option and select a specific Contact to narrow the report to that customer.
Q: Can I see overdue amounts in this report?
A: This report shows all receivable transactions. To see overdue balances by aging period, use the Aged Receivables Summary or Detail report instead.
Q: Can I include or exclude certain transaction types?
A: Yes. Under Filter, you can choose to display only invoices, credit notes, or payments depending on what you want to review.
Q: Does the report update automatically?
A: The report reflects real-time data. Any new invoices or payments entered in Xero will be shown when you refresh or rerun the report.
Conclusion
Creating a debtor ledger in Xero helps you keep an accurate record of your customers’ outstanding amounts and payment activity. Grouping transactions by contact gives you a clear view of who owes what, supporting better follow-up and cash flow management.