Aged Payables Reports
Access this report using Reports>Accounts Payable>Aged Payables.
Use Aged Payables reports to print a list of invoices using a time factor. These report separate invoices into four sections of time 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.
These are the System Default reports available for Aged Payables:
- Aged Payables Report
- End of Year Outstanding Invoices Report
Note: Additional Custom Reports for Aged Payables may be available depending on your MIP implementation.
Setup
Use this tab to assign:
- Current Period Dates
- Report Groups
- Columns
- Items by Page (Page Breaks)
Current Period Dates
The Current Period Dates for the report display.
See Report Builder Setup Tab for more information on adjusting Current Period Dates.
Report Groups
Selecting a Report Group in Columns, Items by Page (Page Breaks), or Filter displays the Select\Edit Group Code dialog box.
See Report Builder Setup Tab for more information on working with Report Groups.
Columns
The current column configuration for the reports displays.
See Report Builder Setup Tab for more information on adjusting report columns.
These are the available columns with their descriptions for Aged Payables reports.
Note: Fewer or additional report columns may be available depending on your MIP implementation.
| 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 AP Invoices form. The report shows the Vendor IDABC, SWB, TRANS, for example. |
|
Vendor Name |
The name assigned to the vendor using the Maintenance>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 AP Invoices form. |
|
Due Date |
The due date entered on the Enter AP Invoices form. |
|
Invoice/Credit Description |
This is the description that you entered on the Enter AP Invoices form. |
| Reversed Invoice | A designation of Yes or No, determining whether the AP invoice/credit has been reversed in the system using the Reverse Session Form. . |
| Reversed Invoice Date | The date the invoice was reversed during transaction entry using the Reverse Invoice check box on the Transactions>Void Checks. |
|
Credit Type |
The type of credit selected on the Enter AP 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. |
|
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. |
Items by Page (Page Breaks)
The current data arrangement per page for the report displays.
Use Items by Page to divided report items onto separate pages, starting a new page for each item.
See Report Builder Setup Tab for more information on separating report pages.
These are the available columns with their descriptions for Aged Payables reports.
Note: Fewer or additional report columns may be available depending on your MIP implementation.
| 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 AP Invoices form. The report shows the Vendor IDABC, SWB, TRANS, for example. |
|
GL 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. |
|
{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. |
Filters
The current column filtering for the reports displays.
Use filtering to narrow down and more explicitly define the data to include in the report.
See Report Builder Filter Tab for more information on adjusting report filters.
These are the available columns with their descriptions for Aged Payables reports.
Note: Fewer or additional report columns may be available depending on your MIP implementation.
| 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 AP Invoices form. The report shows the Vendor IDABC, SWB, TRANS, for example. |
|
Vendor Name |
The name assigned to the vendor using the Maintenance>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 AP Invoices form. |
|
Due Date |
The due date entered on the Enter AP Invoices form. |
|
{Segment Name} Code |
The actual account code associated with a transaction. 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. |
|
{Segment Name} Group Code |
The group code you assigned. The report prints a column for each group code, such as Fund Group Code. |
|
Credit Type |
The type of credit selected on the Enter AP Invoices form, such as on account or applied. |
|
Check Address Code |
The vendor’s check address code, such as Main or Austin Office. |
| Reversed Invoice | A designation of Yes or No, determining whether the AP invoice/credit has been reversed in the system using the Reverse Session Form. . |
|
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. |
|
{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. |
Options
Use this tab to set up any Available Options for the report.
See Report Builder Options Tab for more information on adjusting report options.
These are the available options with their descriptions for Aged Payables reports.
| 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. |
|
Include|Year-End Adjustments |
Select this option to include year-end adjustments on the report. This entry type was designated during transaction entry. |
|
Miscellaneous| |
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. |
| Security|Do Not Allow Changes to this Report | Select this option to lock the report and disallow changes. |
Layout
Use this tab to change the font and page setup for a report.
See Report Builder Layout Tab for more information on adjusting the report layout.