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Aged Payables

Access this report using Reports>Accounts Payable>Aged Payables.

Use this report to print a list of invoices using a time factor. The report separates the invoices into four sections of time. It can be used to review the status of current Accounts Payable balances. You can quickly view which invoices are past due according to the criteria you establish on the Options tab of this report. This report is a summary style ledger that contains:

Data from the detail ledgers and summarizes all entries for an A/P invoice, on account credit, applied credit, or a check. The detail entry amounts for an invoice are netted together creating a summary amount due.
Additional items, columns, and filters are available if any user defined fields were created by the Administrator using Organization>Set Up User Defined Fields. Only user defined fields with a field type of String, Editable Drop-Down List, Non-Editable Drop-Down List, Date, or Yes/No are available in the Items by Page group box and are listed as an available filter. User defined fields with a field type of Currency follow the formatting of the organization's functional currency.
The Chart Settings feature, which allows you to generate custom line, bar, column, or pie charts from reports. See Chart Settings - Setup Tab.

Use this tab to assign a report name and determine whether or not to include it on the actual report. The report name can be printed in the header or the footer of the report. Current Period Dates are also required to specify the reporting period for this report.

Use this tab to determine what data to include in the report and to define the report layout.

By selecting Available Items, the data is divided onto separate pages. The report starts a new page for each item, and the item is printed in the page header of the report.
By selecting Available Columns, the data that appears in the body of the report is determined.

Column	Description
Class	The class assigned to the vendor—Offsup, Rent, Util, for example. A class is used to limit or sort a range of Vendor IDs. You can assign it to different IDs so that they can be grouped together.
Type	The type assigned to the vendor—furniture, computers, for example. A type is used as a second-level sort for Class. You can use it to limit or sort a range of Vendor IDs.
Vendor ID	The vendor entered on the Enter A/P Invoices form. The report shows the Vendor IDABC, SWB, TRANS, for example.
Vendor Name	The name assigned to the vendor using the Maintain>Accounts Payable>Vendors form.
Status	The status of the vendor ID—Active, Inactive, or Discontinued.
Hold Payments	A designation of Yes or No. Yes indicates the vendor has a hold payments status—you do not want the system to produce checks for this vendor. No indicates the vendor does not have a hold payments status.
Invoice/Credit Number	The invoice or credit number entered during transaction entry.
Invoice/Credit Date	The invoice or credit date entered on the Enter A/P Invoices form.
Due Date	The due date entered on the Enter A/P Invoices form.
Invoice/Credit Description	This is the description that you entered on the Enter A/P Invoices form.
Reversed Invoice	A designation of Yes or No, determining whether the A/P invoice/credit has been reversed in the system using the Reverse Invoice check box on the Activities>Check Writing>Void Checks/Vouchers/Invoices form. This only applies if the Allow Appending Entries to Reversed Invoices check box is selected on the Organization>Set Up Modules>Accounts Payable form.
Reversed Invoice Date	The date the invoice was reversed during transaction entry using the Reverse Invoice check box on the Activities>Check Writing>Void Checks/Vouchers/Invoices.
Credit Type	The type of credit selected on the Enter A/P Invoices form, such as on account or applied.
Check Address Code	The vendor’s check address code, such as Main or Austin Office.
Account Code	The actual account code, plus the Group Code you selected on the Groups tab. The report prints the account code, such as, 201, 05, 45001. One column displays for each code type, such as Fund Code or GL Code.
Account Title (plus Group Code selected from Group Sets)	The title associated with each code above, plus the Group Title you selected on the Groups tab. The system prints one column for each code type, such as Fund Title or GL Title.
Account Short Title (plus Group Code selected from Group Sets)	The short title for the title above (15 characters or less), plus the Groups Short Title you selected on the Groups tab.
Source Currency	The source currency type associated with the transaction, such as USD, MXN, or CAD. Currencies were created and activated by the Administrator using the Organization>Currency Setup form.
Source Currency Description	The description associated with the source currency, such as US Dollar, Mexican Peso, or Canadian Dollar.
Current	For functional currency, the sum of the records that have a date greater than or equal to the aging date. You entered the aging date and specified either Due Date or Invoice Date on the Options tab. For non-functional currency, the Source Current times the Exchange Rate.
Aging Period 1	For functional currency, the sum of the records that have invoices with a date between one day before the aging date through the number of days in the first Aging Period box on the Options tab. For non-functional currency, the Source Aging Period 1 times the Exchange Rate.
Aging Period 2	For functional currency, the invoices with a date between one day before the first Aging Period box through the number of days in the second Aging Period box. For non-functional currency, the Source Aging Period 2 times the Exchange Rate.
Aging Period 3	For functional currency, the invoices with a date between one day before the second Aging Period box through the number of days in the third Aging Period box. For non-functional currency, the Source Aging Period 3 times the Exchange Rate.
Over Aging Period 3	For functional currency, the sum of the records that have a date equal or less than the Aging date minus Aging Period 3 Days plus 1. The Aging Date is either the Due Date or the Invoice Date selected on the Options tab. For non-functional currency, the Source Over Aging Period 3 times the Exchange Rate.
Total	For functional currency, the total of all aging columns (Current, Aging Period 1, Aging Period 2, Aging Period 3, and Over Aging Period 3). For non-functional currency, the Source Total times the Exchange Rate.
Source Current	The sum of the records that have a date greater than or equal to the aging date. You entered the aging date and specified either Due Date or Invoice Date on the Options tab.
Source Aging Period 1	The sum of the records that have invoices with a date between one day before the aging date through the number of days in the first Aging Period box on the Options tab.
Source Aging Period 2	The invoices with a date between one day before the first Aging Period box through the number of days in the second Aging Period box.
Source Aging Period 3	The invoices with a date between one day before the second Aging Period box through the number of days in the third Aging Period box.
Source Over Aging Period 3	The sum of the records that have a date equal or less than the Aging date minus Aging Period 3 Days plus 1. The Aging Date is either the Due Date or the Invoice Date selected on the Options tab.
Source Total	The total of all source aging columns (Source Current, Source Aging Period 1, Source Aging Period 2, Source Aging Period 3, and Source Over Aging Period 3).
{User Defined Field} - Vendors	A vendor type user defined field and its data. There will be a separate column for each field.
{User Defined Field} - Transaction Documents	A transaction documents type user defined field and its data. There will be a separate column for each field.

Use this tab to narrow down and more explicitly define the data to include in the report by selecting from the Available Filters.

Use this tab to designate the Group Sets for the report. Groups provide an alternate way of reporting summarized accounting data. Selecting a group code on the report is the same as filtering by group code on the entire report. Any accounts not included in a Group Set will not be included in the report. In order for groups to be applied to the report, the group selected on the Groups tab must also be selected in at least one of the following: Content tab or Filter tab.

Use this tab to set up any Available Options for the report.

Options	Description
Aging Date	Enter the date to age the invoices. This is the date that invoices should be paid.
First Aging Period	Enter the number of days for the first aging period. Invoice amounts with a date of 1 to First Aging Period print. If you enter 30 here, the report includes invoices that are from 1 to 30 days from the Aging Date.
Second Aging Period	Enter the number of days for the second aging period. Invoice amounts with a date of First Aging Period plus 1 day to Second Aging Period days print. If you enter 60 here, the report includes invoices that are from 31 to 60 days from the Aging Date.
Third Aging Period	Enter the number of days for the third aging period. Invoice amounts with a date of Second Aging Period plus 1 day to Third Aging Period days print. If you enter 90 here, the report includes invoices that are from 61 to 90 days from the Aging Date.
Age By Due Date, Invoice Date	Select the date by which to age the transactions. If you want them to be considered past due on the Due Date, select the Due Date option button. Otherwise, select the Invoice Date option.
Year-End Adjustments	Select this option to include year-end adjustments on the report. This entry type was designated during transaction entry.
Suppress Lines with All Zeros	Select this option so that documents with zero amounts do not print. This eliminates records having zero in all amount columns. If it is not selected, every line prints, even if it has a zero value. Note that this option only works with transaction line type user defined fields with a field type of currency.

Use this tab to change the font and page setup for a report.

Use this tab to secure the active report so that other users cannot save their changes to it. The user that selects the check box, and then saves the report, is the only user that can change or save it later. This check box cannot be cleared by any user other than the user that locked the report.

If you want to research items displayed on this report, the Detail A/P Ledger is the appropriate place to start.
If the report is aged by Due Date, all Credits display in the oldest aging category.
In the Report Body group box, similar columns are grouped together and identified with a heading preceded by a collapsed or expanded symbol . A collapsed symbol indicates the columns that belong to the heading are hidden. Click the collapsed symbol to "expand" the heading to see the columns contained within it. Likewise, an expanded symbol indicates the columns below it belong to that heading. For example, when you see Account Code with a symbol next to it, this means that Account Code is a heading and that every code name under it (such as GL Code, Fund Code) stays with the heading when it is moved to the Selected box.
The functional currency was determined by the Administrator when the organization was created (File>New Organization>Functional Currency panel).