FAQ: AP Aging Detail Report

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

Summary groups all bills per vendor and shows totals per age bucket — a bird's-eye view. Detail shows every individual bill as a separate row — a granular view. Use Summary for quick reports to executives; use Detail to find specific bills or plan vendor contact.

Can I see only bills from one vendor?

Yes, use the Vendor filter. Select the vendor's name, and the report shows only their outstanding bills. This is useful if you want to discuss a vendor's balance with them or prepare to pay a specific vendor.

How do I sort the report by how overdue bills are?

If you export to Excel, you can sort by the "Age bucket" column or "Days overdue" column. To prioritize payment, sort by "Days overdue" in descending order (oldest first).

Why does a bill show a negative amount?

Negative amounts are refunds or credits from the vendor. They reduce your outstanding balance. If a vendor issued you a credit memo, it will appear as a negative line item in the report.

Can I see how much I owe a specific vendor?

Yes. Use the Vendor filter to show only that vendor, then add up the amounts in the "Amount" column. (Or export to Excel and use a SUM formula.)

What if a bill appears but I thought I paid it?

Check the bill's payment status directly in Usystems:

1. Go to Bills or search for the bill by number.
2. Look at the bill's detail page to see if a payment has been recorded.
3. If a payment was recorded but the bill still appears in the aging report, contact your accountant — there may be a data entry or posting issue.

How old is too old for a vendor bill to be unpaid?

Most businesses aim to pay within 30–60 days of the due date. Bills over 90 days old are a significant relationship and cash-flow risk. If you have bills older than 90 days, prioritize paying them or contact the vendor to negotiate.

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 for easy sharing or printing from a PDF reader.

Does the report include paid bills?

No, the report shows only outstanding (unpaid) bills. Once you fully pay a bill, it no longer appears in the aging report.

What does "Current" mean in the Age bucket column?

"Current" means bills that are due within the next 30 days. This includes bills that are not yet due (due date is in the future) and bills that were recently due (due date was a few days ago). The exact definition depends on your company's configuration.

Can I set a reminder to pay a specific bill?

The AP Aging Detail report does not have built-in reminders, but you can:

1. Export the report to Excel and flag important bills.
2. Note the bill number and due date, and set a personal reminder in your calendar or task app.
3. Contact your accountant or finance manager to set up a payment calendar.