Accounts Payable Report
Overview
The Accounts Payable Report provides real-time visibility into outstanding supplier payments, showing exactly what you owe, when it's due, and how overdue each payment has become. Track cash outflow requirements and prioritize supplier payments based on aging and due dates.
When to Use This Report
Use this report when you need to:
- Review upcoming supplier payments for cash planning
- Identify overdue bills requiring immediate attention
- Prioritize payments based on aging and supplier relationships
- Verify outstanding balance with specific suppliers
- Generate aging analysis for management review
How to Run the Report
Step 1: Navigate to Reports
Access the report through the main navigation: Reports → Business Reports
The Business Reports screen displays with Accounts Payable selected by default.
Step 2: Apply Filters
Report Selector
The report dropdown defaults to "Accounts Payable". Select a different report if needed, or keep the default selection.
Supplier Filter
Use the "Select a supplier" dropdown to focus on a specific supplier's outstanding bills. Leave blank to see all suppliers.
Status Filter
Choose from status options to filter the view:
- Select a status - Shows all outstanding amounts regardless of due date
- Current - Displays only bills within their due date period
- Overdue - Shows only bills past their due date
Time Period (for Balance Sheet and P&L reports)
Not applicable for Accounts Payable, which always shows current outstanding amounts.
Step 3: Run Report
Click the Run Report button to generate the report with applied filters.
The report refreshes instantly, displaying data organized into aging buckets with detailed bill-level breakout.
Understanding the Report
Summary Cards
The top section displays four summary cards showing total outstanding amounts by aging:
| Card | What It Shows | Action Required |
|---|---|---|
| Open (within due date) | Bills not yet due for payment | Schedule for payment by due date |
| 0-15 days delay | Recently overdue amounts | Prioritize for immediate payment |
| 15-30 days delay | Moderately overdue bills | Contact supplier, schedule payment |
| 30-60 days delay | Significantly overdue amounts | Escalate, resolve payment issues |
| 60+ days delay | Severely overdue bills | Urgent action, potential legal issues |
Bill Detail Table
The table displays individual bills with key information for payment planning:
| Column | Description | How to Use |
|---|---|---|
| Bill Number | Unique identifier for the bill | Click to open bill details and view line items |
| Supplier Name | Name of the supplier company | Identify who needs payment |
| Bill Date | Date bill was created in system | Reference for aging calculation |
| Due Date | Date payment is due per payment terms | Determine payment priority and scheduling |
| Bill Amount | Original total amount of the bill | Shows original commitment amount |
| Balance | Current outstanding amount to be paid | Amount needed for payment (may differ if partial payments made) |
| Delay Days | Number of days overdue from due date | Prioritize older delays first |
Field Definitions
Bill Amount vs Balance
Bill Amount represents the original total including all line items, taxes, and adjustments when the bill was created.
Balance shows the current outstanding amount after deducting any payments made. If no payments have been recorded, balance equals bill amount. Partial payments reduce the balance while preserving the original bill amount for reference.
Delay Days Calculation
Delay Days calculates as current date minus due date, but only shows positive numbers for overdue bills. Bills still within their due date show no delay days value, appearing as a dash in the table.
The system calculates aging buckets based on this delay: 0-15 days, 15-30 days, 30-60 days, and 60+ days from the due date.
Values Marked with Asterisk (*)
Amounts marked with an asterisk include GST or other applicable taxes. The footer note "Values marked with an asterisk (*) include GST" clarifies that these are tax-inclusive amounts, not the base pre-tax amount.
Working with Report Data
Drill-Down to Bill Details
Click any bill number link in the table to navigate directly to the full bill document. Review line item details, payment terms, attached documents, and payment history for that specific bill.
Export Functionality
Use the export icon (typically in top-right corner) to download the report data. Export formats include Excel for analysis in spreadsheets and PDF for sharing with stakeholders or printing for records.
Payment Planning
Use the aging buckets to prioritize payment actions:
- Address 60+ days delay immediately to maintain supplier relationships
- Schedule 30-60 days delay for payment within current week
- Confirm payment plans for 15-30 days delay items
- Monitor 0-15 days delay to prevent further aging
- Schedule open items based on cash flow and due dates
Common Scenarios
Scenario 1: Monthly Payment Run
At month start, run the report without filters to see all outstanding bills. Export to Excel, sort by due date, and create payment batch for items due in current month plus any overdue amounts. Prioritize by supplier importance and payment terms discounts.
Scenario 2: Supplier Reconciliation
When a supplier claims non-payment, use the supplier filter to show all outstanding bills for that specific supplier. Verify which bills are unpaid, check payment status in system, and reconcile against supplier statement.
Scenario 3: Cash Flow Planning
Run the report weekly to forecast upcoming cash requirements. Sum the "Open (within due date)" amounts and review due dates to understand payment timing. Share with finance team for cash management planning.
Scenario 4: Audit Trail
Export the report at month-end for accounting records. The snapshot preserves the aging status at that point in time for audit purposes and provides supporting documentation for accounts payable balance in financial statements.
Related Reports
- Accounts Receivable - Track customer payment status
- Purchase Order Summary - Monitor purchase commitments
- Supplier Spend Analysis - Analyze supplier payment trends
Quick Tips
Best Practices
Review accounts payable aging every Monday morning to start the week with clear payment priorities and avoid surprise cash requirements.
Use the status filter to isolate overdue bills when you need to focus only on problem areas rather than seeing the entire payables list.
Export the report before making bulk payments to maintain a record of what was outstanding at the time payment decisions were made.
Need help? Contact support at support@bizconnekt.com