AP Aging Report

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General Information

Default Menu Location: Reports >> Accounts Payable >> AP Aging

Screen Name: APAGINGREPORT

Function: The AP Aging (or Aged Payables) report displays open AP invoices by vendor and separates outstanding balances into aging groups.

The report can be used to review current outstanding payables, research individual vendor balances, review historical AP balances, and forecast upcoming payment requirements.

To run a current AP Aging report using the default settings, open the screen and click Output.

Enabling the DrillDown View checkbox allows you to drill into the Vendor and AP Invoice while the report remains open.

Common Uses

• Review Current AP Aging - Leave the Vendor, AP Account, and As Of fields blank and click Output.
• Research a Vendor Balance - Enter the Vendor ID or Name and select Detail to review the individual invoices making up the vendor balance.
• Review Historical AP - Enter an As Of date to view outstanding AP balances as of a previous date.
• Forecast Upcoming Payments - Select the appropriate Age From option based on invoice due date to see when outstanding invoices are expected to become due.
• Reconcile AP to the General Ledger - Run the report for the appropriate AP Account and As Of date, then compare the AP Aging total to the corresponding AP control account balance in the General Ledger.

Fields / Filters / Options

Field / Option	Description	When to Use
Vendor ID/Name	Enter a Vendor ID or Name to run the report for a single vendor. Leave this field blank to include all vendors.	Use when researching the balance or invoice activity for a specific vendor.
AP Account	Enter a GL Account to run the report for a single Accounts Payable control account. Each AP Invoice has one AP control account associated with it.	Use when reviewing or reconciling a specific AP control account.
As Of	Enter a date to run the report as of a specific accounting date. Transactions with an accounting date after the selected date are backed out so the report reflects the outstanding balance as of that date.	Use for month-end reconciliation or researching historical AP balances.
Aging Groups	Modify the aging buckets if you want to use ranges other than the standard aging groups.	Use when management or accounting requires different aging periods.
Group By	The report is grouped by RemitTo by default. RemitTo represents the vendor that payment will be issued to. Select SoldFrom to group by the primary vendor instead.	Use SoldFrom when multiple purchasing/vendor records roll up to a primary vendor and you want to review balances at that level.
Sort By	Determines whether vendors are sorted by Vendor ID or Vendor Name.	Use whichever format makes the report easiest to review.
Age From	Determines which date is used to calculate the aging of outstanding balances. A Forecast report ages invoices based on when payment is due rather than how long the invoice has already been outstanding.	Use standard aging to review outstanding AP. Use Forecast when reviewing upcoming payment requirements.
PrePays	Choose whether to include, exclude, or only display prepaid checks/invoices. PrePays are included by default.	Use when you need to separate prepaid activity from normal outstanding AP.
Summary / Detail	Summary displays each vendor and the corresponding balance in each aging group. Detail displays each individual AP Invoice, grouped and subtotaled by vendor.	Use Summary for high-level AP review. Use Detail when researching the invoices that make up a balance.

How to Run the Report

1. Open Reports >> Accounts Payable >> AP Aging.
2. Enter any filters required for the report.
3. Confirm the desired As Of date and aging options.
4. Select Summary or Detail depending on the level of information needed.
5. Enable DrillDown View if you want to access Vendor or AP Invoice records directly from the report.
6. Click Output.

Understanding the Results

The report displays outstanding AP balances grouped into aging periods based on the selected settings.

The Summary report is best suited for reviewing total exposure by vendor.

The Detail report can be used to identify the individual invoices making up a vendor's outstanding balance.

When using an As Of date, the report represents the AP position based on accounting activity posted through that date.

AP Reconciliation Best Practice

For month-end reconciliation:

1. Enter the appropriate month-end date in the As Of field.
2. Select the applicable AP Account if multiple AP control accounts are used.
3. Run the AP Aging report.
4. Compare the report total to the corresponding AP control account balance in the General Ledger.
5. If the totals do not match, review invoice accounting dates, payment dates, AP control accounts, and any direct journal entries posted to the AP account.

Common Issues

The report is blank or missing expected invoices

• Verify the As Of date.
• Check whether a Vendor or AP Account filter has been entered.
• Review the PrePays selection.
• Confirm the invoice remains open as of the selected accounting date.

A vendor balance does not look correct

• Run the report using Detail.
• Review the individual invoices and payments making up the balance.
• Confirm whether the report is grouped by RemitTo or SoldFrom.

The AP Aging does not match the General Ledger

• Confirm the same As Of date is being used.
• Confirm the correct AP control account is selected.
• Verify that invoices and payments were posted with the expected accounting dates.
• Review the AP control account for direct GL journal entries or other activity that did not originate through Accounts Payable.

Related Topics

• GL Account
• Accounts Payable
• AP Invoices
• General Ledger

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