Aged Payables Report

In this article:

• Brief Description  
• Use Cases 
• Finding and Using the Report
• Available Filters
• Report Output

Brief Description  

The Aged Payables Report displays current and overdue supplier invoice balances grouped by supplier.  

Use Cases 

The report helps determine the amount to be paid to suppliers and the ageing of the associated invoices. 

Finding and Using the Report

• In Actionstep, go to Reports > Accounting Reports > Purchases.

Then, refer to these articles for help generating and saving reports for future use:

• Reporting Overview
• Generating a Report
• Saving a Report Configuration

Available Filters

• As-at date: This date dictates the invoices to be included on the report and the date criteria for which the invoice is aged. Invoices with an invoice date (or due date if selected) will not appear on the report. If an invoice was paid today, setting this date as yesterday would show the amount to be paid at that time. This allows for insight into what was owed at a given point in time.   
• Report Type: Choose the type of report you want to generate: 
  • Detailed (by invoice) displays a table row for each invoice outstanding for the supplier. 
  • Summary (by customer) displays a summary row for each supplier. The figures in the row sum amounts for all invoices from that supplier.
• Report On: Choose whether ageing is determined by Invoice Date or Payment Due Date. 
• Order By: Choose the order records are displayed on the report tables.  
  NOTE:  This option is only applicable to the Detailed Report Type, as the data points to determine the order are not available on the Summary table.
• Limit to Participants: This allows you to select if you want to run the report for all suppliers/vendors or for nominated individual suppliers. Multiple participants can be selected. If a participant is selected in Limit to Participant(s), the report will only display results for invoices where the selected participant is the supplier.
• Currency: The currency field dictates which invoices display on the report by currency. Only invoices of the selected currency will be displayed. (This option is only available in systems that support multiple currencies.)

Report Output

When generating this report, the report is automatically generated as a PDF and saved to your computer.

When selecting a 'Detailed' Report Type, the contents of the report include:

• Matter: Shows the matter that the supplier invoice/vendor invoice is linked to (if any). 
• Our Ref: Shows the Actionstep reference for the supplier invoice/vendor invoice. This is your reference number for that record.  
• Their ref: Shows the reference the supplier/vendor have on the invoice that they sent to you. This is their reference number for that record.  
• Invoice date: Shows the date of the invoice. 
• Total due: Shows the total that is owing to the supplier for that invoice. 
• Current & the columns for the three months prior: The Current column and the three columns after it will be used to give an indication of how aged the amount owing is. If the supplier invoice is due in the current month (the month of the date that you run the report on) then the amount will appear in the current column. If it is due in one of the three previous then it will appear in the column representing that month. If the amount has been due for longer than the last three months it will still appear in the last column. 

When selecting a 'Summary' Report Type, the contents of the report include:

• Primary Supplier Name: Shows the supplier/vendor’s name. 
• Total due: Shows the total that is owing to the supplier for that invoice. 
• Current & the columns for the three months prior: The Current column and the three columns after it will be used to indicate how aged the amount owing is. If the supplier invoice is due in the current month (the month of the date that you run the report on) then the amount will appear in the Current column. If it is due in one of the three previous  columns, it will appear in the column representing that month. If the amount has been due for longer than the last three months it will still appear in the last column.