Advance Ageing

What it shows

Advance Ageing shows every cash advance that has been paid out and still has money outstanding, sorted into five ageing buckets by how late it is. Five tiles at the top give the outstanding amount and the number of advances in each bucket. The table below lists the advances bucket by bucket, with a subtotal for each bucket and a grand total.

When to use it

• You chase staff for overdue advances and want the oldest first.
• Finance needs the total owed by staff, split by how late it is.
• You want to see how much is not yet due.

Open the report

In the menu choose Expense, then Reports, then Advance Ageing. The page heading reads Advance Ageing Report, with the word Report added, but the menu item does not have it. This is the same report. Choose Generate.

Filters

This report has no filters. You cannot narrow it by employee, branch, department or date. It always shows the position as of now, so you cannot rebuild the picture for a past month-end.

Columns

Choose which to show with Columns. Advance No. and Employee are always shown.

Heading	Meaning	How it is worked out
Advance No.	The advance number.	Always shown.
Employee	Who holds the advance.	Requester name, or "—". Always shown.
Department	The requester's department.	Department name, or "—".
Branch	The requester's branch.	Branch name, or "—".
Purpose	Why the advance was requested.	Text typed on the request.
Approved Amount	The approved amount.	Approved amount; if none is stored, the requested amount is shown instead. Totalled.
Cleared	Accounted for by expense claims.	Stored on the advance. Totalled.
Returned	Cash handed back.	Stored on the advance. Totalled.
Outstanding	Still to be cleared.	Stored on the advance. This is the amount that fills the buckets. Totalled.
Due Date	The clearance due date.	dd MMM yyyy, no time, or "—".
Days Overdue	How late the advance is.	Whole days since the due date. 0 when not yet due or when there is no due date.

The five ageing buckets

Bucket	Days overdue
Current (not yet due)	0 or less. An advance with no due date is also here.
1-30 days overdue	1 to 30
31-60 days overdue	31 to 60
61-90 days overdue	61 to 90
90+ days overdue	91 or more

Only advances with status Disbursed, Partially Cleared or Overdue and an outstanding amount above zero are counted. Fully cleared, cancelled, draft and approved-but-not-yet-paid advances never appear.

Days overdue is counted in full 24-hour periods from the due date and time, not by calendar day. An advance due at 17:00 yesterday still shows 0 and stays in Current (not yet due) until 17:00 today.

The table is grouped by bucket, starting with Current (not yet due). Each group has a bold banner with the bucket name, its advances (most overdue first), and a "Subtotal" row for that bucket. Empty buckets are not shown. The last row is Total. Amounts show two decimals with commas and no currency sign in the table. The tiles show the amount with the Naira currency format of your browser, which can print as ₦ or as NGN.

How to read it

Advance No.	Employee	Outstanding	Due Date	Days Overdue	Bucket
ADV0030	Ife Ade	80,000.00	20 Oct 2026	0	Current (not yet due)
ADV0021	Amaka Nwosu	150,000.00	25 Sep 2026	11	1-30 days overdue
ADV0009	Tunde Bello	400,000.00	28 Jul 2026	70	61-90 days overdue
Total		630,000.00

The tiles read: Current (not yet due) 80,000.00, 1 advance; 1-30 days overdue 150,000.00, 1 advance; 31-60 days overdue 0.00, 0 advances; 61-90 days overdue 400,000.00, 1 advance; 90+ days overdue 0.00, 0 advances. The tiles add up to the table total: 80,000.00 + 150,000.00 + 400,000.00 = 630,000.00. ADV0009 is the one to chase first: ₦400,000.00 and 70 days late.

Screenshot pending

Advance Ageing report with five bucket tiles above the heading and a table grouped by ageing bucket with subtotals

1. 1The five bucket tiles show the outstanding amount and number of advances.
2. 2Each bucket has a banner, its advances and a subtotal.

Export and print

All five Expense reports share the same toolbar. Choose Generate first. Until you do, Email, Print and the download options only show the message "Generate a report first" (the CSV and Excel options say "No data to export").

Button	What it does
Columns	Opens a list of every column. Tick the ones you want. Columns marked "(required)" cannot be unticked.
Generate	Runs the report.
Email	Opens the Email Advance Ageing Report box. Type an address in Recipient email and choose Send. The report goes as a PDF attachment. You see "Report sent to" the address, or "Failed to send report".
Print	Opens the report in a preview window and saves a landscape PDF. Winlium does not use the browser print box.
Download	Opens a menu: This page (CSV), This page (Excel .xlsx) and This page (PDF). The PDF is the same as Print.
Reset	Clears every filter, hides the results and restores the default columns.

CSV and Excel files contain only the columns you ticked, plus a totals row where the report has totals. Files are named after the report and the date, for example advance-ageing-2026-10-06.csv. Column headings in CSV and Excel come from the field names behind each column, so they can differ from the headings on screen. The ageing bucket is not a column, so CSV and Excel files have no bucket column and no subtotal rows; they carry Days Overdue instead. Column headings in a file can differ from the screen, for example Approved Amount is headed Approved.

After you choose Generate, the report starts with a header block: the company name in capitals, the report title, Report ID, Date, Prepared By and Period. The Report ID looks like RPT-EXP-482. Winlium builds it from the clock when you generate, so it is not a stored number and two reports can show the same one. If no company name is loaded, the header shows the text SPLENDIDCOMM TECH LIMITED. Period shows the dates you chose, or "All dates". The filters you chose other than dates are not printed in the header.

Good to know

• The tiles appear above the page heading once results load.
• The report is company-wide for anyone who can open it.
• If nothing is outstanding you see "No data returned for the selected parameters." and no tiles.
• The Advance Report lists the same advances with more detail and every status: see Advance Report.

Who can see it

Custom role with Expense: Advances Ageing Summary: Read

Needs the permission expense:advances-ageing-summary:read. Today only the Owner standard role holds Expense permissions, so everyone else needs a custom role. See Roles and permissions.