Understanding aging buckets and reconciliation

Every unpaid amount in Polaris sits in one of 5 buckets by age: Current, 1–30, 31–60, 61–90 and 90+ days. The same buckets appear on the Receivables Aging report for customers and on the Customer Statement PDF next to the running balance.

When a customer pays, Polaris matches the payment FIFO against their unpaid bills — oldest bill first — so each bill’s status and the running balance stay consistent without anyone deciding which bill a payment was for. Customer credit limits are enforced at the bill level, not just reported afterwards, and each customer carries an outstanding balance with a priority score so recovery starts with the right people.

A receivables campaign sends a reminder to every customer carrying a balance; it is not filtered by bucket. The aging report is what tells you who to chase — read the 61–90 and 90+ day columns as your call list, and make those calls yourself.

Reconciliation

Reconciliation is the check that the cash and the ledger agree. When a balance is corrected in Polaris, the audit trail records the before and after balances, who made the change, from which IP address, how long the correction took, and one of 9 root-cause categories. A correction made in March still explains itself in September.

What to have ready

Opening balances. If customers already owe you money in the old ledger, those balances have to be in Polaris before the buckets mean anything. We enter them with you during onboarding — bring the ledger and we do the typing together.

What Polaris handles, and what stays yours

The matching, the bucket math, and the audit trail are automatic. What to do about a 90+ day balance is your decision. Polaris orders the list and keeps the history; the phone call is still yours to make.

Set it up with us

Message us on WhatsApp and we walk your receivables from the old ledger into Polaris with you.