Payables Aging & Vendor Statements
Want to know at a glance how much you owe your suppliers and which bills are slipping past their due dates? The Reports tab in Vendor Management gives you two connected views: a Payables Aging report that buckets every unpaid vendor invoice by how overdue it is, and a Vendor Statement that drills into any single vendor’s full billing history. Both are built from the invoices and payments you already record — nothing extra to maintain.
These reports live in the Vendor Management module at /vendor-management, not in the vendor directory under Settings. You need the vendors.read permission to open the Reports tab. See Vendor Management Overview for how the two surfaces differ.
Open the Reports Tab
- Go to Vendor Management at /vendor-management.
- Click the Reports tab in the top navigation.
The Payables Aging report loads by default.
Reading the Payables Aging Report
Each row is one vendor with an outstanding balance. The amount they owe is split across columns based on how far each unpaid invoice is past its due date:
| Column | What it means |
|---|---|
| Current | Not yet overdue (due date is today or in the future) |
| 1–30 Days | Between 1 and 30 days past due |
| 31–60 Days | Between 31 and 60 days past due |
| 61–90 Days | Between 61 and 90 days past due |
| 90+ Days | More than 90 days past due |
| Total Outstanding | The vendor’s total unpaid balance across all buckets |
A row at the bottom shows column totals so you can see your total payables in each aging bucket across all vendors.
A vendor only appears here if they have at least one unpaid or partially paid invoice. If everything is settled, you’ll see “No outstanding vendor invoices.”
The buckets are calculated automatically from each invoice’s due date and remaining balance. To change how much sits in each bucket, record a payment against the relevant invoices — see Recording Vendor Invoices & Payments.
Open a Vendor Statement
To see the detail behind a vendor’s outstanding balance:
- In the Payables Aging report, click the vendor’s row.
- The Vendor Statement opens for that vendor.
The statement header shows the vendor’s name, and the summary strip gives you four totals:
- Invoices — how many invoices are included
- Total Billed — the sum of all invoice totals
- Total Paid — how much has been paid against them
- Outstanding — what still remains to be paid
The Invoice Ledger
Below the summary, every invoice for the vendor is listed with these columns:
| Column | What it shows |
|---|---|
| Invoice # | The vendor’s invoice number |
| Invoice Date | When the invoice was raised |
| Due Date | When payment is due (shown in red if overdue and unpaid) |
| Total | The full invoice amount |
| Paid | How much has been paid so far |
| Outstanding | What remains (Total minus Paid) |
| Status | The payment status of the invoice |
An overdue Due Date is highlighted in red only while the invoice is still unpaid. Once it’s fully paid, the highlight goes away.
Filter by Date Range
Use the date fields above the table to narrow the statement to a specific period:
- Set Invoice Date From and/or Invoice Date To.
- The table and the summary figures update to match the selected range.
- Click Clear to remove the filter and see all invoices again.
The filter works on the invoice date, not the due date or payment date. If a vendor has no invoices in the chosen window, you’ll see “No invoices for this vendor in the selected period.”
Go Back to Aging
Click the Aging Report button at the top of the statement to return to the full Payables Aging view.