Vendor Aging graph

The Vendor Aging Graph illustrates how many days bills have aged before they were paid. You can use several types of graphs to visually track how often vendors were paid by time period, account, vendor, and more.

This graph can be used for a visual analysis of Vendor Aging report results. You can graph aging period totals or vendor totals, or you can graph vendor totals by your top vendors.

Primary audience for this report

Finance managers are the primary audience for this report:

  • Finance managers who prevent problems with payables to protect their established credit with a vendor.
  • Finance managers who manage and improve the business's cash flow. The Accounts Payable graph provides the necessary analysis for the cash required to cover expenses for a specific time period.

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

Generate the report

Subscription

Accounts Payable

Regional availability

All regions

User type

Business, Employee, Approval
Permissions Run Vendor Aging Graphs
  1. Go to Accounts Payable > All > Reports.
  2. Select Vendor aging.
  3. Choose Graph.
    The graph page appears.

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. Optionally, select Customize to refine the report, and follow the steps in Customize and Run.

Customize and run

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.

You can display this report as of the default of today, or another date you enter. You might also base the report on the bill date, due date, or GL posting date, and filter the list by a single vendor or all vendors.

If you do not select any data entry boxes or specify any search options, the report might take a long time to run and return results that's too large to be useful.
  1. 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, Intacct generates a report as of today, based on the bill date.
  2. Set the filters to produce the desired results.
    • Filters allow you to include or exclude specific types of data in the report, such as vendor and vendor type. To achieve more precise results, setting more filters is recommended.
  3.  Select whether to graph the data by aging period totals or vendor totals.
  4.  Format the report.
    • Format options vary from report to report. You can set the layout of the report and arrange how to group and display the data contained in the report.
  5. Enter a title, subtitle, and footer text for your report.
  6. View, print, process, add to the dashboard, memorize, export, or customize the report by selecting from the following options:
Report options
To: Select:

View the report right there, in your browser

View

Re-display the report in PDF format so you can print it or save it to your local drive

Print

Generate the report and store it for later access. Reports can be either stored in My Stored Reports or delivered to a cloud storage location, such as Dropbox. Learn more about processing and storing reports.

Process & Store

Add the report to your dashboard.

Add To dashboard

Memorize (that is, save) the report so that later you can refer back to it or modify and re-run it.

Memorize

Export the report to a separate file that you can then distribute or save to your local drive. Export to Excel, Word, text, or csv formats.

Export

Return to the main report page and refine the report further.

Customize

After you run the report, you can choose to email the report to others or return to the Report Settings page and refine the results.

Options after running a report
After running the report, to do this… …select

Email the report to others.

Email

Return to the main report page and refine the report further

Custom

You can use trial-and-error to get the precise results you want. Just fill in the desired fields, and select View to see the report. If the results aren't what you want, select Customize to return to the report setup page and refine the report further. Repeat this process until you're satisfied.

For complex financial reports that will be run regularly, save the report after you're done setting it up. The next time you're ready to run the report, you only have to change the As of date before running the report.

Set a time period

  1. In the Time period section, do one of the following:
    • Use a predefined time period:
      1. Select the Aging periods down arrow, and then select the period you want.
      2. Choose Today or Selected for the Report as of date (the date used as a baseline for the period that you select; leave blank for today's date). If you choose Selected date, you must specify the date in the Selected date field.
    • Specify a custom time period by entering a start date in the Selected date box.
  2. For the Based On date, choose from the following:
    • Bill date
    • Due date
    • GL posting date
Online reports can cover up to 60 periods. PDF reports can cover up to 12 periods.
Time period options
Time period box Notes

Aging periods

You can set up the aging periods for your company in Accounts Payable configuration (Accounts Payable > All > Setup > Configuration).

Report as of

Select Today to use today's date.

Selected date

Specify the date on which to list the outstanding amounts you owe.

Based on

Select and display the date type you’re basing the report on: bill date, due date, or GL posting date. Intacct displays the Based on date type at the head of the report.

Set report filters

  1. To set the report to show results for a specific vendor or range of vendors, use the From vendor and To vendor dropdowns.

    2. 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:

    1. From the From dropdown list, select the object you want.
    2. From the To dropdown list, select the same object.

    To run this report for a specific range of objects:

    1. From the From dropdown list, select the object that you want at the beginning of the range.
    2. 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.
  2. To set the report to show results for a specific vendor type, select the Vendor Type dropdown, and then select the vendor type you want the report to cover, such as consultants and distributors.

    3. In a multi-entity environment, you can filter by location, department, or both.

    1. To filter the report by geographic location, either enter the name of the region, country, state or territory, or city in the Location dropdown list. Or, select the location from the list.

      Enter or select a location if you want to run this report at the top level. The system uses the location that you specify to determine the appropriate currency.

    2. To filter the report by department within the company, enter the name of the department in the Department dropdown list. Or, select the department from the list.

    3. If you want the report to cover certain locations regardless of what's selected in the Location dropdown list, use the Show for dropdown list to select the locations for the report:

      • All locations: To include data for all locations regardless of the entity that you're currently using.
      • This location: To include data only for the entity that you're currently using.
      • Child locations: To include data only for the locations that are child locations of your current entity. For example, if your current entity is California, and you have child locations for San Francisco and Los Angeles, use this option to have the report include data only for Los Angeles and California.

  3. Choose from the following options in the Filters section of this report settings page:

    Filters report settings
    Filter Notes

    From vendor, To vendor

    Enables you to get data only for that specific vendor or range of vendors. By default these boxes are blank, which means the report will get results for all vendors.

    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.

    Location

    Enables you to limit report results to a specific location.

    Only displays for multi-currency, multi-entity companies

    Department

    Enables you to limit report results to a specific department.

    Individual report

    Select this checkbox if you want each entity or department and/or location to have its own report.

    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. When you select Individual reports, all of the individual reports are contained in a single report or Excel workbook.

    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

    Select to show different views of the data, based on the location or entity you choose:

    All locations: This option shows the data that's posted to the location or entity and its children.

    This location: This option shows only the data that's posted to the location or entity you select. The data posted to any child location is not shown.

    Child locations: This option shows only the data that's posted to the child locations of the location or entity that you select. Any data that's posted to the parent location or entity is not shown.

    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.

Group data

Do one of the following:

  • Select Totals to display the total amounts due for the selected aging period.
  • Select Show top if you want to display only vendors whose aged amounts fall within a specified range. If you select Show Top, you must also specify the range in the Vendor range from and Range to boxes. For example, suppose you have five vendors with the following aged amounts:
    Aged period totals by vendor example
    Vendor Aged Amount

    Vendor C

    $150.00

    Vendor B

    $100.00

    Vendor A

    $99.99

    Vendor F

    $88.10

    Vendor M

    $5.00

Examples:

Show top, Vendor range from 2, Range to 3 creates a graph that includes only Vendor B and A.

Show top, Vendor range from 1, Range to 3 creates a graph that includes only Vendor C, B, and A.

Show top, Vendor range from 4, Range to 4 creates a graph that displays only Vendor F.

Select a graph format

    Graph types
    Format Box Notes

    Graph type

    Choose from the following graphs:

    • line

    • column

    • 3D column

    • pie

    • 3D pie

    • doughnut

    • 3D doughnut

    • bar

    • 3D bar

    • area

Add titles and footers

Titles, subtitles, and footers apply only to the PDF version of this report.

Generate a PDF version

  1. Open the report and select Graph.
  2. From the graph page, select Print.

To add a title, subtitle, and comments to the report:

  1. Enter the title in the Graph title 1 text field.
    • This title appears in large type at the top of the page, directly under your company name,
    • You can type over any default name that the system may have automatically supplied.  
  2. Enter the subtitle in the Graph title 2 text field.
    • The subtitle appears in smaller type, directly beneath the main title.
  3. Enter the footer in the Title comment text field. The footer (title comment) text appears at the bottom center of the report.

You can use up to 80 characters, including spaces, in each title, subtitle, and footer.