FAQ: AP Balance Report

Q: Why does a vendor appear on the AP Balance report even though I recorded a payment to them?

A: Payments may take time to be applied. If the payment is recent but has not yet been matched to specific bills, the old bills may still appear on the report. Check the Payments page to verify the payment was recorded. Once applied, the vendor's balance will drop.

Q: Can I see the AP Balance report for a specific date in the past?

A: Yes. When running the report, use the Date As Of filter. Enter a past date (e.g., "2026-05-31") to see what you owed on that date. This is useful for comparing month-to-month spending trends.

Q: Why is the same vendor listed twice on my report?

A: If you use multiple currencies, a vendor may appear once per currency if they have balances in more than one. The report groups them by currency to keep balances clear and separate.

Q: How can I plan cash outflow based on this report?

A: Export the report to Excel, then sort by Oldest Bill Date or add a payment schedule. This helps you know what payments are due soon and budget accordingly. You can also filter by vendor to see which suppliers need payment first.

Q: What should I do if a vendor's balance does not match their statement?

A: First, verify the bill status in your system — check that all bills from that vendor are recorded and have the correct status (open, paid, or cancelled). If discrepancies remain, contact the vendor to reconcile their statement with your records. This helps catch billing errors early.

Q: Is the AP Balance report affected if I delete a bill?

A: Yes. When you delete or cancel a bill, it is removed from the AP Balance report. Your balance owed to that vendor will drop by the bill amount. Ensure you have a good reason to delete (e.g., it was issued in error); many businesses prefer to keep a "cancelled" bill on record for audit purposes instead.

Q: Can I export the AP Balance report to analyze it further?

A: Yes. On the report page, look for the Export or Download button and choose Export as Excel or Download as CSV. You can then open and analyze the data in Excel, Google Sheets, or another spreadsheet application.

Q: Does the AP Balance report include bills from all vendors?

A: The report includes bills from all vendors linked to the ref_product (product line) you are currently using. If your business has multiple product lines, you may need to run the report separately for each one or ask an admin to configure a multi-product view.

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