Running the AP Balance report

The AP (Accounts Payable) Balance report shows you exactly what your business owes to each vendor at any point in time. Use it to plan cash outflows, prioritize payments, and stay on top of payment deadlines.

Before you start

• You need permission to view reports
• Ensure vendor bills are already recorded in Usystems
• Decide what date range you want to review (optional; the report defaults to all open balances)

Steps

1. Navigate to Reports → AP Balance Report and Open in Usystems.

2. On the Reports page, locate and click AP Balance (or the full title "Accounts Payable Balance").

3. (Optional) Set any filters:

   • Date As Of: select a specific date to see what was owed on that date
   • Vendors: filter to one or more specific vendors
   • Status: show only open bills, or include paid/cancelled

4. Click Generate or Run Report to execute the report.

5. The report displays in a table showing each vendor's total balance. Review the amounts and verify they match your expectations.

Accounting impact

This is a read-only inquiry report — it does not create any journal entries or transactions. It pulls data directly from your bill records.

Tips & common mistakes

• The balance includes all unpaid bills — even if a payment is recorded but not yet cleared, it may still appear here temporarily. Verify with the Payment records if needed.
• Date As Of matters: if you select a past date, the report shows what was owed then, not today. Leave it blank to see current balances.
• Watch for multi-currency: if you have vendors in different currencies, balances are shown separately by currency.
• Compare with your vendor statements: periodically cross-check the balances on this report with statements from your vendors to catch discrepancies early.

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