IN THIS SECTION
Overview
The Accounts Payable (A/P) Ageing Report shows information about unpaid invoices. It can be used to get summary information about what your business (or group of businesses) owes or as a tool to help Accounts Payables staff make payments.
Report Layouts
There are three layouts to choose from.
Ageing by supplier
With this view you can see the total of unpaid bill amounts due by supplier, across all selected companies, broken down by age (which is based on the bill due date). The report is split into columns for each ageing period. An ageing period is a window of time, measured in days - the report shows the amount due during that period of time.
Charts
It also includes two charts:
| Chart | Description |
|---|---|
| Ageing by period | A bar chart showing the total owed for each period. |
| Top 10 Suppliers with Unpaid Bills | A bar chart showing the 10 suppliers you owe the most to. |
You can see the specific dates each period represents by hovering over the column headings.
Supplier Info
To view the details of the bills that relate to the supplier and the contact details for that supplier, click on the supplier name. A section will open on the right showing the contact details (name, telephone number etc.) and all the bills owed by that customer, broken down by company.
Click on the Company name to see a list of bills for that company.
You can search for a particular bill by entering your search criteria in the search box.
You can download all bills for the supplier by clicking on the download icon.
Ageing by company
With this view you can see the total of unpaid bills by ageing period as in the Ageing by supplier view - but each supplier is grouped by company. The totals are show for each company and you can expand each company to view the individual suppliers by clicking on the expand icon next to the company name.
Charts
It also includes two charts:
| Chart | Description |
|---|---|
| Ageing by period | A bar chart showing the total owed for each period. |
| Unpaid Bills by Company | A donut chart split into companies, showing the proportion owed by each company. Hover over to see company name and how much they owe. |
Supplier Info
As in the Ageing by Supplier view, you can view the details of bills for a particular supplier by clicking on the supplier name. See above for more details on this view.
Ageing Details
This view shows a list of all unpaid bills with information about each bill such as reference number, date, age, total due etc.
Where appropriate you can click on the bill number to take you to the invoice in the source system (Xero, QuickBooks etc.)
You can download all bills by clicking on the CSV button.
NOTE - Sage - reports that include Sage companies are based on the due date of current unpaid bills only - it does not include supplier credit notes, payments or journal entries - it therefore may not fully show the overall balance owed to a supplier at different periods or match A/P on the Balance Sheet.
NOTE - QuickBooks and Xero - reports that include only QuickBooks and/or Xero companies are based on the due date of current unpaid bills, supplier credit notes and payments.
Report Filters
By default the report shows ageing based on Due Date relative to the current date, uses an ageing period of 30 days and shows 3 periods (as well as the Current and Older periods). You can change these settings by changing the report filters. As well as the standard Company and Currency filters (see Running Reports section for more information on these) the following filters are available.
| Filter | Description |
|---|---|
| Date | The date relative to which the ageing is shown. Ageing is based on Bill Due Date. |
Ageing Period (Days) | The number of days to include in each period. |
| Number of Periods | The number of periods to show. |
| Ageing by | Ageing is based on the Due Date or Bill Date. |
Top 10
You can filter the results to only show the first 10 bills per customer by switching on the Top 10 toggle. The first 10 results will be shown based on the current sort order - see below.
Sorting
In all three layouts, you can sort the results by clicking on the column headings. Clicking once will sort ascending, clicking again will sort descending. The arrow icon next to the column heading shows the current sort order.
Adding to Report Pack
You can add the Ageing by Supplier or Ageing by Company reports to a report pack by clicking on the Add to Report Pack button.
FX
For more information on how FX is applied on the A/R Ageing report see this article.