Vendor Aging report

The Vendor Aging report shows a list of vendors to whom you owe or owed money and either how many days it took you to pay them or how many days past due your payment is. Use this report to determine how well you are paying your accounts payable.

Assuming the standard aging periods of 0-30, 31-60, 61-90 and 91-120 days, you see columns for each of these aging periods. For example, if a vendor payment is late (66 days past due), you will see that amount in the 61-90 column.

You can create additional aging periods if the standard ones do not fit your business needs.

For information on terms that may differ in your location, see Terminology across locales.

To generate this report, go to Accounts Payable > All > Reports > Vendor aging.

View a monthly report

1. Generate the report.
2. When the report settings page appears, select View.
   A report showing results for the default reporting period appears in your browser.
3. Optional: Select Customize to refine the report, and follow the steps in the following section, Customize and Run.

An accounts payable aging report looks similar to an accounts receivable aging report. However, instead of showing the amounts your customers owe you, it shows the amounts you owe your vendors. Most businesses run an accounts payable report at the end of each month.

Customize and run this report

Before running the report, you can select the time period and types of items to include as well as specify how you want the report to appear.

Every box on this page is optional. That means you can run this report without entering any search criteria. If you do that, however, the report might take a long time to run and might return too many results to be useful. If you want to see every result for a particular category, do not make selections from any of the data entry boxes.

To customize and run a report:

1. The Reporting Currency section appears only for multi-entity shared, global consolidation companies. Select the currency from the Reporting currency dropdown menu, and then select either Base currency or Transaction currency, depending on whether you want to convert the amounts from the base currency of each entity or from the transaction currency of each bill.
2. Select the reporting period from the dropdown menu, or enter the date by which you want aging to be calculated. If you do not specify a reporting period, the report is generated as of today, based on the bill date.
3. Set the filters to get the specific data you want.
• Filters enable you to include or exclude specific types of data in the report, such as vendor and vendor type. As a general rule, to get fewer and more precise results in your report, set more filters.
4. Format the report.
   • Format options will vary from report to report. Generally, you can set the layout of the report and arrange how to group and display the data contained in the report.

   • You can customize the detailed report to show only the dates you need with the Dates to display option.

5. Type a title, subtitle, and footer text for your report.
6. To view, print, process, add to the dashboard, memorize, export, or customize the report, select one of the following:

Vendor aging report buttons

Button	Description
View	View the report now, in your browser.
Print	Re-display the report in PDF format so you can print it or save it to your local drive.
Process & Store	Generate the report and store it for later access. Reports can be either stored in the My Stored Reports list or delivered to a cloud storage location, such as Dropbox. Learn more about processing and storing reports.
Add to Dashboard	Add the report to your dashboard.
Memorize	Memorize (that is, save) the report in your company so that later you can refer back to it or modify and re-run it.
Export	Export the report to a separate file that you can then distribute or save to your local drive. Export to Excel or CSV format.

After you run the report, you can also either email the report to others or return to the report setup page to refine the results.

Buttons available when viewing the Vendor Aging report

Button	Description
Email	Email the report to others.
Customize	Return to the main report page and refine the report further

Specify the reporting currency

If your entities use different base currencies and you are running the report at the top level, you'll see options to select the reporting currency. These settings, along with the Exchange rate type that you select in the Filters section, determine how transactions amounts are converted for aging amounts and totals.

1. In the Reporting currency section, select a Reporting currency from the dropdown list.
   When you run the report without a location, you must select a reporting currency. When reporting on a single entity, reporting currency is optional. Sage Intacct uses the base currency of the entity as the reporting currency if you leave the field blank.
2. For Convert currency from, select either Base currency or Transaction currency to indicate how you want the transaction amount to be converted for calculations.
   Do you plan to run the Vendor aging report at both the top level and entity level and then compare them? If so, set Convert Currency from to Transaction currency when you run the top-level report.

Reporting currency options for the Vendor Aging report

Field	Description
Reporting currency	Aging amounts and total display using the Reporting currency. Reporting currency is required for top-level reports in multiple base currency companies when no location is selected. If you select a location, you can choose a reporting currency or leave it blank to use the base currency of the entity as a default. The currencies that appear in this menu are those that were configured for your organization in the Company setup.
Convert currency from	Your selection can produce different reporting amounts due to exchange rate differences. The default selection is to convert currency from base currency to produce a consolidated view of the aging report. Base currency: Converts values to the reporting currency using the exchange rate that was stored with the transaction. Transaction currency: Converts values to the reporting currency using reporting date as the exchange rate date and the Exchange rate type that you select in the Filters section. If you do not provide an Exchange rate type, Intacct uses the exchange rate that was stored with the transaction.

Time period

You can adjust the time period, vendor type, and other details to meet your reporting needs. For example, you might prefer listing the outstanding amounts by due date rather than bill date.

To specify the time period for the report:

Time period options for the Vendor Aging report

Field	Description
Aging periods	Select the Aging periods down arrow, and then select the period you want. You can edit existing and create additional aging periods for your company in the Aging section of Accounts Payable configuration (Accounts Payable > > Configuration).
Report as of	Select either Today or Select date for the Report as of date (the date to use as a baseline for the period you select). Date. If you chose Selected Date, then you must specify the date in the Date to use box.
Date to use	Enter a specific start date.
Based on	Select and display the date type you want to base the report on: Bill Date Due Date GL Posting Date The Based on date type shown at the head of the report.

Report filters

The following table describes each item in the Filters section of this report settings page:

Filters for the Vendor Aging report

Field	Description
Vendor selection	Range: This option lets you set the report to show results for a specific vendor or range of vendors with the From vendor and To vendor dropdowns. By default these boxes are blank, which means the report will get results for all vendors. With this option, you can choose to Include child vendors in your filter results. How to use the From and To fields All From and To field pairs work the same way. Use them to get search results in as broad or as fine a range as you need, from everything in the system down to a single specific object. To run this report for a single object: From the From dropdown list, select the object you want. From the To dropdown list, select the same object. To run this report for a specific range of objects: From the From dropdown list, select the object that you want at the beginning of the range. From the To dropdown list, select the object that you want at the end of the range. To run this report for all objects: Leave both fields blank. If you have a large number of objects or the report takes too long to process, use the From and To fields to run a series of smaller reports. For example, you can run five reports, one each for objects whose names begin with A-E, then F-J, K-O, P-T, and U-Z. An object is a catch-all term that refers to any specific data item in the system. Customers, vendors, items, and accounts are all examples of objects. Multiple vendors: This option lets you add multiple vendors and ranges of vendors the filter list to better target your report results. Vendor group: This option lets you filter for all vendors within a particular vendor group.
Vendor type	Enables you to get data only for the type of vendor you specify here. By default this box is blank, which means the report will get results for all vendor types. Communications and contractor are two examples of vendor types.
Transaction currency	Available in multi-currency environments, this field filters determines which transactions to include based on the transaction currency that they use. For example, if you want to review vendor aging for bills created in British pounds only, select GBP as the transaction currency. If you do not select a Transaction currency, the report includes transactions created in any currency.
Exclude Credit Card Transactions from report	Enable this option to run the reports without including credit card transactions that have posted to AP but don’t have a payoff associated yet. This helps ensure that the vendor aging report ties properly to the AP GL account.
Exchange rate type	Select which exchange rate to use for transactions that are not in your base currency. This field uses the base amount for a transaction. If you do not select an Exchange rate type, Intacct uses the transaction amount. If the transaction currency is not your company's base currency, select an exchange rate type such as Intacct Daily Rate. If you know what the exchange rate should be for this bill or have contracted a set rate with the vendor, you can type it into Exchange rate. Otherwise, the exchange rate is generated automatically when the occurrence of the bill is generated. The default is Intacct Daily Rate. You can add the exchange rates you want to appear on this dropdown menu ( Company > All > Setup > Multi-currency > Exchange rates). If your company uses custom exchange rate types, the Exchange rate type dropdown list contains choices for them, where one might also be a default. For example, your company could have Monthly, Weekly and Spot rate types along with their various exchange rates. Alternatively, if your company has not defined any custom exchange rate types, you can use the Intacct Daily Rate.
Location	Enables you to limit report results to a specific location. To filter the report by geographic location, type the name of the region, country, state or territory, or city in the Location box, or select the down arrow, and then select the location you want from the list that appears. Only appears for multi-currency, multi-entity companies. You must enter or select a location if you want to run this report at the top level. The location you specify determines the appropriate currency.
Department	Enables you to limit report results to a specific department. To filter the report by department within the company, type the name of the department in the Department box, or select the down arrow and then, from the list that appears, select the department you want. Only appears for multi-currency, multi-entity companies.
Individual report	Select this checkbox if you want each entity or department and/or location to have its own report page. Due to their potentially large size, reports with departments and locations on individual pages can be run offline only. Therefore, if you select the Individual report option, you can select only Process and store.
Prompt on run	Select this checkbox to require you (or anyone using this report) to enter an entity or location and department before the report will run.
Show for	Enables you to display transactions for certain locations regardless of the location selected in the Location dropdown. All locations: show transactions for all locations within the location specified in the Location box. This location: show transactions for the entity's location within the location specified in the Location box. Child locations: shows transactions only for areas subordinate to the location of your entity. Example: Suppose your location is United States > California > San Francisco. All locations would show transactions for United States, California, and San Francisco. This location would show transactions for United States. Child locations would show transactions for California and San Francisco only.

Formatting

You can sort by vendor ID, name, amount, or GL posting date. You can accept the default of a simplified report that summarizes the detail into a single line per vendor, or generate a detailed report of all bills from the vendor. Additionally, you can choose to suppress or display accounts with zero balances.

To format this report:

Formatting options for the Vendor Aging report

Field	Description
Sort by	Select the Sort by dropdown, and then select the category to sort by. The abbreviation "desc" after an option means "Descending order", reverse alphabetical or reverse numerical order. The default sort order and number of options change depending on whether you want a summary report or a detail report. Vendor ID is the default sort order.
Group by	This option arranges related data together by group according to the option you specify. To arrange related data together by group, select the Group by dropdown and select these options: Vendor ID Vendor name Vendor type Payment priority Due date GL posting date For example, to see all of the items grouped by the name of the vendor, select the Vendor name option. You can then sort the items by due date.
Report type	Select the Report type you want. By default you will get a summary report. The Summary report type condenses all account details to a single line. The Detail report type displays one line per customer per account. It also includes additional columns of information.
Show vendors with zero balance	Select Yes to include vendors with a zero balance, or select No to exclude them from this report. No is the default option.
Page orientation	To set the page layout, select either Portrait or Landscape. If you select Portrait orientation and the number of columns you select for your report exceeds the available width, Sage Intacct automatically formats your report in landscape orientation.
Dates to display	Choose to include a column in the report for bill dates, due dates, or GL posting dates. The default is to include all dates in the report. These dates are displayed in the box marked Selected. To hide a specific date, select a date and select the left arrow to move it into the box marked Available.

Titles and a footer

Titles, subtitles, and footers apply only to the print versions of this report. Export to Excel or CSV, or select Print for a PDF version.

What's in this report?

The Vendor Aging report consists of the following information and columns:

Report Column Heading	Description
Based on:	The date filter on which the report is based: Bill Date: The date on which the bill is sent to the vendor Due Date: The date the bill is due GL Posting Date: The date the bill actually posts to the GL
Vendor ID	The ID associated with vendors with an outstanding bill
Vendor name	The name of vendors with an outstanding bill
Bill	The bill ID For detailed report only
GL posting date Invoice Date Due Date	Any or all of these dates can display, based on your selection: GL Posting Date: the date the bill actually posts to the GL Bill Date: The date on which the bill was sent to the vendor Due Date: The date the bill is due For detailed report only.
Days Aged	The number of days aged calculated from the as of date to due date. For detail report only
Txn Currency	The transaction currency used. For detailed report only
Txn Amount	The transaction amount. For detailed report only
-0	The amount you owe to your vendors for purchases made during the current month
1-30	The amount you owe to your vendor that is 1 to 30 days past due
31-60	The amount you owe to your vendor that is 31 to 60 days past due
61-90	The amount you owe to your vendor that is 61 to 90 days past due
91-	The amount you owe to your vendor that is over 91 days past due
Total	The total amount owed to the vendor. You can select this number to see detailed information about the bill sent to the vendor.

You can select any link to drill down to the details.

When do transactions drop off of an aging report?

There are several reasons that a transaction no longer appears on an aging report. When you run the report, you’ll no longer see transaction if:

• the aging due date is reached for the transaction (for example, dropping off a 0-30 day report on day 31)
• the bill is paid
• a credit or advance is applied to the bill
• the bill is deleted or reversed