Exporting Outstanding Bills
How to Export
- Open the Data Exchange Center from the Business menu
- Click Export on the Outstanding Bills card
- Select the Location to filter bills by, or leave the default to include all locations you have access to
- The wizard displays the number of outstanding bill records available for export
- Click Export to CSV and choose a save location
Which Bills Are Included
The export includes bills with any of the following statuses:
- Unpaid — Bills that have not received any payment
- New — Recently created bills that have not yet been processed
- Due Soon — Bills approaching their due date
- Due Today — Bills that are due on the current date
Bills that have been fully paid, voided, or cancelled are not included in the export. The goal is to give you a complete picture of your current outstanding payables.
Exported Columns
The CSV file contains one row per bill with the following columns:
| Column | Description |
|---|---|
| vendor_name | The name of the vendor who issued the bill |
| bill_date | The date the bill was issued |
| due_date | The payment due date |
| amount | The total bill amount |
| reference | The reference number, PO number, or other identifier |
| notes | Any internal notes attached to the bill |
Location Filtering
Bills in AccuArk can be associated with a location. The location selector filters the export to only include bills that belong to the selected location. If you need to export bills from all locations, you can run separate exports for each one.
Common Uses
- As a template — If you have no outstanding bills yet, the export produces a CSV file with only the column headers. Use this as a blank template for preparing your bill import file.
- For reconciliation — Export your outstanding bills to compare against your previous accounting system and verify that all payables were migrated correctly.
- For cash flow planning — Export your bills to a spreadsheet to analyze upcoming payment obligations by due date, helping you plan cash flow and prioritize payments.
- For backup — Keep a periodic export of your unpaid bills as a snapshot of your accounts payable at a given point in time.
- For external reporting — Use the exported data in Excel or another tool to create vendor spending summaries, aging analysis, or payment schedules.
Re-Import Compatibility
The exported file uses the same column format accepted by the bills import. This means you can:
- Export from one AccuArk system and import into another
- Export, make corrections in Excel, and re-import to update the bills (the upsert mechanism matches on vendor name and reference)
Tips
- Check the status filter — Only bills with Unpaid, New, Due Soon, or Due Today statuses are exported. If you are looking for a bill and it does not appear in the export, check whether it has already been paid or cancelled.
- Include references — If you plan to re-import the exported data, make sure the reference column is populated. This is how AccuArk matches existing bills during import.
- Sum the amount column — To get your total outstanding payables, sum the amount column in the exported file. This should match the total shown on your AP aging report in AccuArk.
- Sort by due date — After opening the export in Excel, sort by the due_date column to quickly identify which bills need to be paid first.