FAQ: AP Aging Summary Report

What is the difference between AP Aging Summary and AP Aging Detail?

Summary shows totals per vendor and per age bucket — a high-level view. Detail shows every individual bill, so you can see which specific bills are overdue. Use Summary for a quick cash-flow check; use Detail to track down specific bills.

Why does a vendor's total look wrong?

Check two things:

1. Refunds or credits: vendor refunds (credits) appear as negative amounts and reduce the owed balance. A vendor's net owed may be small or negative even if they had large bills.
2. Currency: if a vendor has bills in different currencies, they are summed separately in the report. A vendor might appear in multiple currencies.

How often should I run this report?

There is no fixed rule, but common practice:

• Weekly if you have tight cash flow and many vendors.
• Monthly as part of your regular month-end close.
• On demand when paying vendors or discussing payment terms.

Can I see only one vendor?

Yes, use the Vendor filter. Select the vendor's name, and the report will show only their outstanding balance, broken down by age.

What does "Current" mean? Does it include bills that are not yet due?

"Current" typically means bills due within the next 30 days, which includes bills not yet due (due date is in the future) and bills recently due (due date was in the past few days). The exact definition depends on your company's configuration — ask your accountant.

Why is a bill appearing in the wrong age bucket?

Check the bill's due date, not the bill date. Aging is calculated from the due date (in most configurations). If you changed the "As of date" in the report filter, the age buckets will shift — the same bill might move from "31–60 days" to "61–90 days" if you move the report date backward by a month.

What if I have a lot of very old payables?

This is a cash-flow and vendor relationship risk. Options:

1. Pay them immediately to maintain vendor goodwill.
2. Negotiate a payment plan with the vendor if cash is constrained.
3. Investigate whether the bills are correct — duplicate posting or data entry errors can create unexpected old payables.
4. Review your payment process to avoid falling behind in the future.

Can I print this report?

Yes, use the Print button on the report page. For best results, use landscape orientation. You can also export to PDF and print from a PDF reader.

Does the report include partial payments?

The report shows the outstanding balance after all payments and credits are applied. If a bill was for 100 and you paid 30, the report shows 70 remaining.