Reports - Financial - Accounts Payable Aging

Overview

The Accounts Payable Aging report can show the amount currently payable to vendors (including the number of Days Past Due) for vendor invoices (net of payments and adjustments applied to the invoices).  

Users have the option of specifying a fiscal period as of which to run the report should they desire to tie a balance back (per the AP Aging) to the balance in the General Ledger, as of the end of a particular fiscal period.  When no fiscal period is specified the aging will reflect all posted activity.

The aging categories (i.e. Days Past Due buckets) for individual invoices is computed by determining the number of days between the Aging Date (specified by the user) versus a particular date on the Vendor Invoice (either the Document Date, Due Date or Vendor Invoice Date).  

The user can specify the detail level at which to run the report, including either; Vendor, Vendor within Account, or Vendor within Organization within Account (including sub-totals at each level), and whether to show details or simply higher level balances by Vendor.

Roles

This report is available to users having any of the following roles:  Administrator and AP Viewer.

• AP Viewers are limited to seeing only details for the Legal Entities to which they have visibility.

License

This report is available with the Project Financials family of Unanet licenses.

Topics covered on this help page include:

• Selection Criteria   (options available to tailor report output)

• Example Report Output

• PDF, Excel, and CSV Output

You may also be interested in:

• Vendor Payments

• Vendor Invoices

Selection Criteria

Field Descriptions (click on a link below for additional information)

Example Report Output

Field Description Notes

Detail Report

Report Grouping/Arrangement - these will appear as row pairings (with a corresponding sub-total)

• Vendor – Includes all vendors that have a past due amount in a financial document for the selected legal entity.
• Account – Optional, shows when arrange by either ‘Account/Vendor’ or ‘Account/Organization/Vendor’ is selected.
• Organization -- Optional, shows when arrange by ‘Account/Organization/Vendor’ is selected.

Column Details

• Type – Document type - either Vendor Invoice (VI) or Vendor Payment (VP)
• Doc No – Document Number - Vendor Payment and Vendor Invoice Number from financial document  
  Drill Down Note: the value in this field can be clicked on to display a view only version of the corresponding document (ie Vendor Invoice View or Vendor Payment View)
• Document Date – Document date from financial document
• Due Date – Vendor invoice due date, will be empty when document type is VP
• Period – Fiscal Period to which the transactions belongs
• Reference – Financial document reference
• Reference Date – Invoice date if the transactions is vendor invoice, otherwise empty
• On Hold – Y displayed if the item is 'on hold', otherwise the column will be blank
• Original Amount – either vendor payment amount (displayed as a negative value) or vendor invoice amount
• Balance – Original amount less amounts applied to invoices for payments and adjustments
  Drill Down Note:  The value in this field can be clicked on to display the Balance Details that contributed to this entry  (ie VI Balance Detail Popup or VP Balance Detail Popup)
• Days Past Due
  • Current   – balances that are not due yet or not past due
  • • Note that unapplied payments and adjustments (negative invoices) are always included in this column.
  • 1-30         – balances owed between 1-30 days
  • 31-60       – balances owed between 31-60 days
  • 61-90       – balances owed between 61-90 days
  • Over 90 – balances owed for more than 90 days

Summary Report (when "Show Vendor Balance Only" selected)

Report Grouping/Arrangement - these will appear as row pairings (with a corresponding sub-total)

• Account – Include all accounts that have transactions in the General Ledger for the selected legal entity and fiscal period.
• Organization – Optional, If Sub-total Transactions by Organization is checked then it will show in the report.

Column Details

• Vendor – Includes all vendors that have a past due amount in a financial document for the selected legal entity.
• Balance – Original amount less amounts applied to invoices for payments and adjustments.
  Drill Down Note:  The Balance values in the Summary version of this report do not support click through.

• Days Past Due
  • Current   – balances that are not due yet or not past due
  • • Note that unapplied payments and adjustments (negative invoices) are always included in this column.
  • 1-30         – balances owed between 1-30 days
  • 31-60       – balances owed between 31-60 days
  • 61-90       – balances owed between 61-90 days
  • Over 90 – balances owed for more than 90 days

PDF, Excel, and CSV Output

On this report you will notice the PDF (), Excel (), and CSV () icons, which can be used to produce the report output in these alternative formats.