Bills & Accounts Payable Reports
AccuArk's accounts payable (AP) reports give you complete visibility into what you owe your vendors, which bills are due, and how your payables are aging. These reports are available through three forms: the AP Detail Report (with four preset views), the standalone Accounts Payable Aging Report, and the Bills Payable Report.
How to Access
Navigate to Reports > Payables > Bills & AP and choose from:
- AP Aging — Opens the standalone Accounts Payable Aging Report
- Bills Detail — Opens the AP Detail Report with the BillsDetail preset
- Vendor Statements — Opens the AP Detail Report with the VendorStatements preset
- Vendor Credits — Opens the AP Detail Report with the VendorCredits preset
- Unapplied AP Payments — Opens the AP Detail Report with the UnappliedAPPayments preset
Permission Required
All bills and AP reports require the RPT_VIEW_BILLS permission. Super Admins and Location Admins have this permission by default.
Filters
All AP reports share the same filter controls:
- Location — Filter to a specific location or view all locations
- Date Range — Set From and To dates to control the reporting period
AP Aging Report
The Accounts Payable Aging Report groups outstanding vendor balances into aging buckets, giving you a clear picture of upcoming and overdue payment obligations.
Columns
| Column | Description |
|---|---|
| Vendor | The vendor name |
| Current | Amounts not yet past due |
| 1-30 Days | Amounts 1 to 30 days past due |
| 31-60 Days | Amounts 31 to 60 days past due |
| 61-90 Days | Amounts 61 to 90 days past due |
| 90+ Days | Amounts more than 90 days past due |
| Total | The total outstanding balance for the vendor |
Understanding AP Aging
AP aging works the same way as AR aging, but from the other side of the equation. Instead of tracking what customers owe you, it tracks what you owe your vendors:
- Current — Bills that are not yet due. No action needed, but be aware of upcoming cash requirements.
- 1-30 Days — Bills slightly past due. Pay these promptly to maintain good vendor relationships and avoid late fees.
- 31-60 Days — Moderately overdue. Vendors may begin sending past-due notices or charging interest.
- 61-90 Days — Significantly overdue. Risk of being placed on credit hold by the vendor, which can disrupt your supply chain.
- 90+ Days — Severely overdue. The vendor may stop supplying goods entirely or engage collections.
Prioritizing Vendor Payments
Use the AP Aging report to prioritize which vendors to pay first:
- Pay critical suppliers first — Vendors who supply products essential to your daily operations should be prioritized, especially if they are in the 31-60 day or older buckets
- Capture early payment discounts — Some vendors offer discounts (e.g., 2/10 net 30) for paying early. Paying within the discount window saves money
- Prevent credit holds — If a vendor has a large balance in the 61+ day columns, pay them before they cut off your account
- Manage cash flow — Use the Current column to forecast upcoming payment obligations for the next 30 days
Bills Detail Preset
The Bills Detail view shows every individual bill record for the selected period and location.
Columns
| Column | Description |
|---|---|
| Bill # | The bill number |
| Vendor | The vendor name |
| Date | The bill date |
| Due Date | The payment due date |
| Amount | The original bill total |
| Paid | The amount already paid toward this bill |
| Balance | The remaining unpaid amount |
| Status | The current bill status (Open, Partial, Paid, Cancelled) |
Sort by Due Date to see which bills need to be paid soonest, or sort by Balance to focus on the largest outstanding obligations.
Vendor Statements Preset
The Vendor Statements view provides a period-activity summary for each vendor, showing how your balance with each vendor changed during the selected date range.
Columns
| Column | Description |
|---|---|
| Vendor | The vendor name |
| Beginning Balance | What you owed the vendor at the start of the period |
| New Bills | New bills received during the period |
| Payments | Payments you made to the vendor during the period |
| Ending Balance | What you owe the vendor at the end of the period |
Vendor statements are useful for reconciliation. Compare AccuArk's vendor statement with the statement the vendor sends you to ensure both sides agree on the outstanding balance.
Vendor Credits Preset
The Vendor Credits view lists all credits received from vendors during the selected period.
Columns
| Column | Description |
|---|---|
| Date | The date the credit was issued |
| Vendor | The vendor name |
| Credit # | The credit memo number |
| Amount | The total credit amount |
| Applied | How much of the credit has been applied to bills |
| Remaining | The unused credit balance |
Vendor credits typically arise from returns, pricing adjustments, or negotiated allowances. Apply them to outstanding bills promptly to reduce your payable balance.
Unapplied AP Payments Preset
The Unapplied AP Payments view shows payments you have made to vendors that have not yet been matched to specific bills.
Columns
| Column | Description |
|---|---|
| Date | The date the payment was made |
| Vendor | The vendor name |
| Payment Method | How the payment was made |
| Amount | The total payment amount |
| Unapplied Amount | The portion not yet matched to a bill |
Unapplied AP payments inflate your apparent payable balances. Match them to their corresponding bills to keep your AP aging accurate and avoid accidental duplicate payments.
Tips and Best Practices
- Review AP Aging before payment runs — Always check the aging report before writing checks or scheduling payments to ensure you are paying the right vendors
- Reconcile with vendor statements — Use the Vendor Statements preset to compare your records with the vendor's monthly statement
- Track vendor credits — Unapplied vendor credits are free money sitting on the table. Apply them to outstanding bills regularly
- Watch the 90+ column — Any balance in the 90+ day bucket is a red flag that needs immediate attention