AP Aging Report

The Accounts Payable (AP) Aging Report gives you a clear picture of how much your business owes to vendors and how long those balances have been outstanding. By grouping unpaid bills into aging buckets, you can prioritize payments, avoid late fees, and manage cash flow more effectively.

Opening the Report

Navigate to Business > AP Aging from the main menu. This opens the the AP Aging Report form. Access to this report requires the FIN_VIEW_REPORTS permission.

Purpose

The AP Aging Report answers the question: “How much do we owe, and how overdue are those amounts?” It pulls all outstanding (unpaid or partially paid) vendor bills and categorizes each one based on how many days have elapsed since the bill's due date. This helps you identify which vendors need to be paid immediately and which payments can wait.

As-Of Date Selection

At the top of the form you will find an As-Of Date picker. This date controls how aging is calculated. By default it is set to today's date, but you can change it to any date to see what the aging looked like at a specific point in time. After selecting a date, the report refreshes automatically.

Aging Grid Columns

The main grid displays one row per vendor with outstanding balances. The columns are:

How Aging Is Calculated

For each unpaid bill, AccuArk calculates the number of days overdue using the formula:

Days Overdue = DATEDIFF(as-of date, bill due_date)

If the result is zero or negative (the bill is not yet due), the amount goes into the Current / 0 Days bucket. If the result is between 1 and 30, it goes into 1-30 Days, and so on through the remaining buckets. Bills that are more than 90 days past due land in the 90+ Days bucket.

All amounts within the same vendor are summed into the appropriate bucket and displayed on a single row.

Totals Row

At the bottom of the grid, a totals row shows the sum of each column across all vendors. This row is styled with bold text, a navy background, and white text so it stands out clearly from the data rows above it.

Location Filtering

If your business operates across multiple locations, you can use the Location dropdown at the top of the form to filter the report to a specific location. Only bills associated with the selected location will appear. Select “All Locations” to see the full picture.

Printing the Report

Click the Print button in the toolbar to send the report to your printer. The report is printed in landscape orientation on 11 x 8.5 inch paper using the built-in ReportPrinter utility. The printout includes the report title, as-of date, location filter, all data rows, and the totals row.

Right-Click Context Menu

Right-click on any vendor row to open a context menu with the following option:

• View Bills — Opens a filtered list showing all outstanding bills for the selected vendor. This lets you drill down from the summary to see individual bill details, amounts, and due dates.

Tips for Managing Cash Flow

• Review the 90+ Days column first — These are your most overdue obligations. Contact vendors to negotiate payment terms if needed and prioritize paying these to maintain good vendor relationships.
• Watch the 61-90 Days column — Bills in this range are approaching critical status. Schedule these for payment before they move into the 90+ bucket.
• Use the as-of date for forecasting — Set the as-of date to a future date to project what your aging will look like if no payments are made. This helps with cash flow planning.
• Compare across periods — Run the report for the end of each month and compare the totals to track whether your overall payables are growing or shrinking.
• Filter by location — If one location consistently has higher aging, investigate whether there are process issues with bill approval or payment at that location.
• Print regularly — Keep printed copies of the AP Aging Report for management meetings and auditor reviews.