Printing the Aged Payables Report

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Printing Accounts Payable Reports

The Aged Payables report groups outstanding transactions into a current period and four aging periods by document date or due date. Use the report to analyze your payables.

For information on the contents of this report, see A/P Aged Payables Report.

When to Print

Print the Aged Payables report when you need a listing of the status of your payables on a given date, such as at the end of a fiscal year or period.

To print the Aged Payables report:

  1. Open Accounts Payable > A/P Transaction Reports >  Aged Payables.

  2. In the Report Type field, select Aged Payables By Due Date or Aged Payables By Document Date to age balances or documents.

  3. In the Age As Of field, specify the date on which to report the payables.

    Accounts Payable uses this date to assign transactions to aging periods. For example, if you print the report aged by due date, the program assigns each transaction to an aging period by calculating the number of days between its due date and the Age As Of date.

  4. In the Cutoff By field, specify the type of date by which to evaluate transactions for inclusion on the report, and then, in the Cutoff Date field, specify the latest date a transaction can have to be included on the report. (The report includes only transactions that have a date that is on or before this date.) More...

    There are three methods for selecting a cutoff date:

    • Document Date. Select this option if you want to include documents based on their document date (regardless of the fiscal period to which you assigned them), and then enter a date in the Cutoff Date field.

      If you enter zeros for the month, day, and year, the report includes all transactions, regardless of date.

    • Posting Date. Select this option if you want to include documents based on their posting date, and then enter a date in the Cutoff Date field.

      If you enter zeros for the month, day, and year, the report includes all transactions, regardless of date.

    • Year/Period. Select this option if you want to include all transactions up to the end of a fiscal period, which you then specify in the Year/Period field.

  5. Select additional report options. More...

    • Print Transactions In. Indicate whether to print a summary or detailed report, and whether to print the detailed version of the report by document date (Detail by Date) or by document number (Detail by Document).
    • Sort Transactions by Transaction Type. Select this option if you want to sort transactions by document type for each vendor on the report.
    • From/To Aging Periods. The aging periods defined on the A/P Options screen appear, but you can assign different periods for this report.

    • Select Vendors By. Specify up to four criteria to select the vendor accounts to list on the report. More...

      For the first selection criterion, you can choose from Vendor Number, Vendor Group, or Short Name.

      For the remaining three selection criteria, you can also choose:

      • Account Set.
      • Vendor Balance.
      • Vendor Equivalent Balance. (multicurrency ledgers only)
      • Vendor Name.
      • Currency Code. (multicurrency ledgers only)
      • Start Date.
      • Vendor optional fields, if you use optional fields

      If you do not specify selection criteria, the report includes all vendor records that meet the other criteria you select in this menu (for example, all vendors that have transactions on or before the cutoff date).

    • Sort Vendors By. Specify up to four orders by which to sort records for the report. More...

      You can choose from:

      • Vendor Group.
      • Account Set.
      • Vendor Balance.
      • Vendor Equivalent Balance. (multicurrency ledgers only)
      • Vendor Name.
      • Short Name.
      • Currency Code. (multicurrency ledgers only)
      • Start Date.
      • A vendor optional field.

      If you specify Vendor Group, Account Set, or a vendor optional field as the sorting criteria in a single currency ledger, or Account Set in a multicurrency ledger, an additional subtotal line appears at the bottom of your report.

      If you do not specify sorting criteria, the report orders the records by vendor number.

    • [Show] Title. If you want to include a title for each sorted group, select the Title check box for each group of records you are sorting by.
    • [Show] Total. If you want to include totals for each sorted group, select the Total check box for each group of records you are sorting by.
    • [Include] Contact/Phone/Credit. Select this option if you want to list the vendor's contact person and phone number, and your credit limit for the vendor.
    • [Include] Space for Comments. Select this option to leave blank space at the end of each vendor record for your notes.
    • [Include] Vendors With A Zero Balance. Select this option to include vendors with zero balances.
    • [Include] Vendors/Transactions on Hold. Select this option to include vendors that are placed on hold in the Vendors screen, and transactions that you have placed on hold in the Control Payments screen.

    • Select Transaction Types. Select the types of transactions to include on the report. You can include any or all of the transaction types listed.

      Note: If you clear the Adjustments check box, adjustments can still appear as applied details on the documents that payment was applied to. If you select the Adjustments check box, adjustments can appear as both applied details and regular documents.

    • [Show] Applied Details. Select this option to include all the documents such as payments and credit notes that were applied to each reported invoice. If you do not select this option, the report shows only the balance owing for each outstanding document.
    • [Show] Fully Paid Transactions. Select this option to list documents that are fully paid, but not yet cleared from Accounts Payable.

    • [Show] Aged Retainage. Select this option to include retainage documents with taxes on the report.

      This option is not available if you are aging documents by document date.

    • Print Amounts In. Use this option to select the currency for the report. You can list transaction amounts in the vendor currency or the functional currency.

      Note: If you list transactions in the functional currency, and you have performed a revaluation, the report shows the new functional amount.

  6. Click Print.