Accounts Payable
Lists the supplier bills that are still unpaid or part paid, one row per bill, with the balance and how many days past due it is. Use it to decide which suppliers to pay next.
Quick look
- Go to Reports › Purchase Reports and click the Accounts Payable card. It sits in Purchase Reports, not Business Reports.
- Pick Overdue in Status to see only bills past their due date.
- Click Run Report.
- Click a Bill Number to open that bill in a new tab.
Done. You see the unpaid bills, with the balance and days overdue of each.
Full guide
What it shows, and when to use it
Each row is one bill with money still owed on it (status Open or Partial Paid). Paid and voided bills are not listed. Use it for payment planning: who you owe, how much, and how late you are.
Filters and date range
Click the filter button beside Run Report to show or hide the filters. The tags above the table show what is applied.
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| Reports | No | Switch to another Purchase report without going back to the list. |
| Supplier Name | No | Search and pick one supplier. Choose Clear Supplier to remove it. The report keeps bills whose supplier name contains the name you picked. |
| Status | No | Current (not yet past the due date) or Overdue (due date reached or passed). Leave it on Select a status to see both. |
There is no date range or amount filter on this report: it shows what is owed now. Change a filter and click Run Report again to refresh.
Columns
Fields in this section
| Column | What it shows |
|---|---|
| Bill Number | Click it to open the bill. Bills from before your go-live date carry an Old document badge. |
| Supplier Name | The supplier on the bill. |
| Bill Date | The date on the bill. |
| Due Date | The date payment is due. |
| Bill Amount* | The bill total, tax included. |
| Balance* | What is still unpaid, tax included. |
| Delay Days | Whole days past the due date. A bill that is not due yet shows 0 or, on some businesses, a negative number. |
Under the table, Total Balance adds up the Balance of the rows on the page you are looking at, not of the whole report. The note under the table reads "Values marked with an asterisk (*) include GST", and it says GST in every country. If your business has a go-live date, a line also says old documents dated before it are included, and that in the books they sit inside each party's opening balance. Row amounts show in whole currency units, rounded, while Total Balance shows decimals.
Click a column heading to sort by it; the arrow shows the direction. The sort is done on the whole report, not just the page you see, and your choice is remembered for this report. The report opens with the newest Bill Date first. Use the column chooser in the table header to hide, show, drag into a new order or reset the columns; that choice is remembered too. The pager at the bottom has Go to page and Items per page; the list shows 10 rows a page until you change it.
Drill-down: open the bill
Click a Bill Number, or use Open Document in the row's action column. The bill opens in a new browser tab, so your filters stay where they are. This is the only row action.
Export, print, PDF and email
Click the green spreadsheet icon above the table (it appears once there are rows) to download an Excel file (.xlsx) named after the report and today's date. The file starts with the filter tags, then the columns you can see, in the order you have them. It holds the rows on the page you are looking at, not the whole report, so raise Items per page first if you need more. Dates follow your date format.
Print, PDF and email are not available on this report.
The report does not send payment reminders and does not record payments. To pay a bill, use Payments made.
Who can see it
Open the report with View on Purchase Reports. Without it the report list shows a No Access page. Purchase Reports has only View and Add/Edit, and Delete comes with Add/Edit. A report changes no record, so Add/Edit and Delete make no difference here. The report reads your bills with your own access, so your role also needs View on Bills, which is also what opening a bill from a row needs. The "own records only" limit applies to sales orders, customers, invoices, purchase orders and expenses; it does not narrow this report.
On mobile
In the mobile app open Reports, choose Purchase Reports, then Accounts Payable. It has the Status and Supplier filters, and ageing totals above the list (Within Due, 0-15 Days, 15-30 Days, 30-60 Days and 60+ Days). The download icon shares a CSV file, not an Excel file. Rows do not open the bill.
Same on iPhone and Android. The Android app is on Google Play. The iPhone app is coming soon to the App Store.
Problems and fixes
Total Balance is smaller than I expected
Total Balance adds up only the rows on the current page. Raise Items per page to 100, or filter by one supplier, so the rows you care about are all on the page, then read it again.
A bill I know is unpaid is missing
Only bills with status Open or Partial Paid are listed. Check the bill status, and clear the Status and Supplier Name filters.
Sorting by Supplier Name does not put the names in order
The Supplier Name heading sorts by due date instead of by name. Sort by Bill Date, Due Date, Bill Amount or Balance, or export and sort in Excel.
Supplier Name is empty in the Excel file
The file shows a dash in the Supplier Name column even though the screen shows the name. Use the screen, or the supplier filter, to read the names. The Balance heading can also read Pending Amount in the file.
I do not see ageing totals on the web
The web report lists bills and Delay Days, with no ageing summary. The mobile app shows ageing totals above the list.
I looked for this under Business Reports
Accounts Payable is in Reports › Purchase Reports. The old Business Reports address redirects here.
The report page says No Access
Your role does not have View on Purchase Reports. Ask an administrator to turn it on.