Aged A/P Summary

Reports Menu -> Automatic Reporting -> Function APAP21 -> runs Aged A/P Summary

This report can be run for the current period or with past dates. It uses the payment history to "reconstructs the past" status of the invoices.
It lists each vendor with the amounts owing printed in the four aging categories: Current, 31-60 days, 61-90 days, and over 90 days, that can be based on the Invoice, Posting, or Due date.
On the report output Totals are provide by aging period along with percentage totals for each period.

This report can also be run automatically with the spreadsheet output emailed to staff by setting up APAP21 with the relevant filters and email addresses in the Automatic Reporting.

Note: This report does respect the operators's Divisional Restricted Views.

The prompts are:

CUT-OFF DATE

Accept today's date for the cut-off date or over-type it with the correct date.
This date determines which invoices are included in the report according to the selection made for the Date To Use below.

AGE AS OF MONTH END

Aging refers to the grouping of the invoices according to Current, 31-60, 61-90 and Over 90 days.

Check this box to age the invoices according to current month end.
Uncheck this box to age the invoices according to individual invoice dates.

DATE TO USE

When invoices are entered in A/P Invoices, three different dates can be captured for each invoice.
Select one of those three dates to determine how the vendor account aging is reflected on this report:

• Click Posted to base the aging categories on the date entered as the date the invoice was posted.
  i.e. Invoices with a Posting Date later than the Cut-Off Date will NOT be included on the report.

• Click Invoice to base the aging categories on the date entered as the invoice date.
  i.e. Invoices with an Invoice Date later than the Cut-Off Date will NOT be included on the report.

• Click Due to base the aging categories on the due date entered for each invoice.
  i.e. Invoices with a Due Date later than the Cut-Off Date will NOT be included on the report.

STARTING NAME

Leave this field blank to print all accounts, or select a starting Vendor Name from the window as outlined in Vendor Search.

ENDING NAME

Leave this field blank to print all accounts, or select an ending Vendor Name from the window, for the report selection.

CURRENCY CODE

Check this box to include all currencies.

Uncheck this box to specify a single currency for the report.

CURRENCY CODE

Enter the desire currency or select one from the drop-down list.

DIVISION, "ALL" OR "SEL"

• Type ALL to include all divisions in the report.
• To print the report for a single division, leave this field blank for the Head Office Division, or enter a specific division code, or select a division from the drop-down list.
• Type SEL to select several specific divisions or divisions by accounting region to include in the report, as outlined in Division Select By Region.

The divisions included in the report output are restricted by the Access Values assigned to the operator.
For more information on this security feature refer to Divisional Restricted Views.

DISPLAY REPORT TOTALS ONLY

Check this box to display the report totals on the screen without printing the report.
This is useful for balancing the A/P to the General Ledger.

Uncheck this box to print the report.
A printer can be selected from the Printer option located on the menu bar at the top of the screen.

REPORT OPTIONS

This value defaults to the operator preference as defined in Operators.
Select one of the output options to Print a report or export the data to Excel as outlined in Report Options.

Additional columns for the A/P Invoice Notes and the P.O. numbers are included on the spreadsheet output.

Finished?

Click ACCEPT to generate the report, or CANCEL to abort.

BALANCING THE AGED A/P REPORT TO THE PAYABLES ACCOUNT IN THE G/L
As part of the Month End procedure agree the Accounts Payable sub-ledger to the General Ledger control account for Accounts Payable.
To do this, follow these steps:

Step 1

Use the Aged A/P Summary to find the report total for the unpaid A/P amount.
This total is the balance of the Accounts Payable sub-ledger.

Step 2

Use the G/L Account Inquiry to find the A/P control account total in the General Ledger as follows:

ACCOUNT #

Enter the G/L Account # for the Accounts Payable control account as defined for this currency in Default Accounts, or select it from the window.

DIVISION

Select All or the corresponding Division.

PERIOD START

Accept the period start displayed

PERIOD END

Enter the Cut-off Date that was used to print the Aged A/P Report.

ACCUMULATE PRIOR BALANCE

Check this box to display the Life to Date ending balance.

SUMMARY/DETAIL

Select Summary.
(Detail will show all account activity and balance.)

BALANCE

The balance of the Accounts Payable account will display.
It will be the balance forward as of the Period End Date.

Step 3

Compare the Aged A/P Report total to the Balance on the Accounts Payable account. The totals should be equal.
If there is a discrepancy, refer to Agree A/P To G/L.