Accounts Payable Aging

Cash is tight this week. You have $12,000 in bills coming due, but only$8,000 in the bank. Which vendors can wait? Which ones will cut you off if you’re late? Which ones offer early-payment discounts you’re missing? The AP Aging report answers these questions. It shows what you owe, when it’s due, and how long it’s been outstanding — so you can manage cash flow instead of reacting to angry vendor emails.

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Accessing the report

1. Go to Reports in the sidebar
2. Click AP Aging (under Payables)
3. View as of today or select a different date

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Report structure

The report groups outstanding bills by age:

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Example

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Understanding aging

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Current

Bills within their payment terms. No action needed yet, but plan for these payments.

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1-30 days past due

Recently overdue. Pay soon to maintain good vendor relationships. May incur late fees.

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31-60 days past due

Attention needed. Vendors may limit your credit or require payment before new orders.

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61-90 days past due

Significant concern. Vendor relationships at risk. May affect your credit.

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90+ days past due

Critical. May face collections, service cutoffs, or legal action.

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Drill-down

Click any amount to see details:

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Vendor detail

Clicking a vendor’s row shows:

• All outstanding bills
• Bill dates and due dates
• Bill numbers and amounts
• Days overdue for each

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Bill detail

Click a bill to see:

• Full bill details
• Payment history (partial payments)
• Attached documents
• Pay Now or schedule payment

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Actions from the report

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Pay bills

1. Select bills (checkbox)
2. Click Pay Selected
3. Choose payment method
4. Confirm payment

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Schedule payments

1. Select a bill
2. Click Schedule Payment
3. Choose future date
4. Payment runs automatically

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Export for review

1. Click Export
2. Download as PDF or Excel
3. Review in meetings or with accountant

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Filtering and sorting

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By vendor

• Search by vendor name
• Filter to show only specific vendors

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By age

• Show only Current (upcoming)
• Show only Overdue (all)
• Show only 60+ days (at risk)

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By amount

• Sort largest to smallest
• Filter minimum amount

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Key metrics

At the top of the report:

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DPO considerations

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Cash flow management

Use AP aging for cash planning:

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Weekly payment runs

1. Review AP aging every week
2. Prioritize overdue bills
3. Schedule payments for due-soon bills
4. Consider cash position before paying early

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Early payment discounts

Some vendors offer discounts for early payment: Track these in the bill details. The report can filter bills with early pay discounts available.

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Payment prioritization

When cash is tight, prioritize:

1. Payroll — Always first (legal obligation)
2. Taxes — Penalties compound quickly
3. Critical vendors — Those who can shut down operations
4. Lease/rent — Avoid eviction
5. Utilities — Avoid service disruption
6. Other vendors — Negotiate if needed

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Vendor relationships

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Communicating about late payments

If you can’t pay on time:

1. Contact vendor before the due date
2. Explain the situation
3. Propose a payment plan
4. Get agreement in writing

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Tracking vendor terms

See payment terms for each vendor in Vendors section. Update terms when negotiated.

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Scheduled reports

Send AP aging automatically:

1. Click Schedule
2. Set frequency (weekly recommended)
3. Add recipients
4. Review for payment planning

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Common questions