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Aged payables report

The Aged Payables report shows how much you owe your suppliers, grouped by how overdue each balance is. Use it to plan payments and to see which supplier bills are falling due or…

Aged payables report

The Aged Payables report shows how much you owe your suppliers, grouped by how overdue each balance is. Use it to plan payments and to see which supplier bills are falling due or slipping past their due date.

Before you begin

  • Sign in and select your organisation. The report is available on every plan.
  • Balances come from your issued purchase invoices that are not yet fully paid or credited.
  • Amounts are shown in both the invoice's own document currency and your functional currency, so you can see the original bill and its converted value side by side.

Open the report

  1. Go to Reports and, under Purchases, open Aged Payables.
  2. In the Report Options card, choose an As of Date, optionally switch on Group by Supplier, and select Refresh.

[Screenshot required: Aged Payables report showing the aging-bucket summary and the document-level table]

How to read it

The summary cards show the Grand Total Outstanding, the number of Documents, the As of Date and your Functional Currency. Bucket cards and a chart split the total into aging bands:

  • Current — not yet overdue as at the report date (an item due exactly on the report date counts as Current; Aged Receivables uses the same rule).
  • 1–30 days, 31–60 days, 61–90 days and 90+ days overdue.

The table lists outstanding supplier documents, with columns for Supplier, Document #, Document Date, Due Date, Currency, Original, Outstanding, Outstanding in your functional currency, Days Overdue and the Bucket it falls in.

Switch on Group by Supplier to roll the documents up by supplier; you can then open a supplier's drill-down to see the individual bills behind their balance.

How the balance is worked out

The report shows what you owed at the end of the As of Date, from your accounts payable ledger: for each purchase invoice, its total less the supplier payments and purchase credit notes set against it by transactions dated on or before that date. A bill paid after the As of Date still shows as owed on it, and a bill dated after it does not appear. Fully settled invoices drop off the report.

A red marker on a row. A bill settled for more than it was worth — for example, a payment allocated to it twice — shows a negative amount marked Settled for more than it was worth; a credit note used for more than it held is marked Used for more than it held. These rows are shown, never hidden, so the total still agrees with your accounts payable control account. Correct the settlement to clear them.

Credit notes. A purchase credit note you have recorded but not yet applied to a bill is a real reduction in what you owe, so it appears as its own negative row under the supplier, marked Credit note and aged from its own document date. Once you apply it to a bill, the credit note row disappears and the bill's outstanding amount falls instead. A credit note that names a bill when you record it is applied to that bill straight away. The report's grand total therefore always agrees with your accounts payable control account.

Export

  • Export Excel — the aged figures as a spreadsheet.
  • Download PDF — a formatted document for sharing or filing.
  • From a supplier's drill-down you can also Export Excel for just that supplier.

Note: Aged Payables does not offer a CSV export — use Export Excel for spreadsheet data. (Its customer-side counterpart, Aged Receivables, offers CSV and PDF.)

Snapshots

Select Save Snapshot to freeze the current report as a permanent, read-only audit record, or Snapshots to view ones you have saved. See Create an aged-report snapshot.

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