Follow up what you owe

Paying on time, and not twice, starts with knowing what you owe each vendor and when it falls due. The Payables workspace gives you the day’s picture, the ageing report shows how late each balance is, and a vendor statement lists everything on a vendor’s account so you can match it with theirs.

Check the workspace

Go to Payables ‣ Workspace. Across the top, Outstanding is what you owe on posted bills, Overdue what is past its due date, Unpaid how many bills are still open, and Paid what has gone out through payments.

Panel	What it shows
Needs attention	Overdue bills, Draft bills and Draft debit notes. Click one to open the list it counts.
Quick actions	New bills, debit notes and payments, the lists, and Vendors.
Aging by vendor	Each vendor’s open balance by how late it is. View all opens the full report.
Recent bills and Recent payments	The last eight of each. Click a row to open it.

Plan the next payments

Before a payment run, list the bills that are due, so you pay what is late first and keep cash for what falls due next.

1. On the workspace, click Overdue bills under Needs attention.
2. Read Balance for what is left on each bill, and Due for how late it is.
3. Open a bill to see its lines, and its Related tab for the payments and debit notes already set against it.
4. Pay the vendor, one payment per vendor.

The bill list opens showing only overdue bills. To see bills that are not yet due, open Payables ‣ Transactions ‣ Bills and sort by Due.

Age payables by vendor

The ageing report sorts each vendor’s open bills by how long they are past their due date, so you can see where you are falling behind.

1. Go to Finance ‣ Reports and open the Payables tab.
2. Click AP aging.
3. Pick the As of date, and click Run.

Each vendor has one row, in your subsidiary’s currency: Current for bills not yet due, then 1 - 30 days, 31 - 60 days and Over 60 days past due, and their Total. The cards above show the total, how much is current and overdue, and % Overdue. Print prepares the report as a PDF.

Note

The report ages bills only. A debit note or payment not set against a bill is not taken off, and each bill shows what it owes today, even when you pick an earlier As of date.

Check a vendor’s statement

A statement lists everything posted to a vendor’s account over a period, with the running balance. Compare it with the statement the vendor sends you, so a missing bill or a payment they have not received comes to light before it turns into a dispute.

1. Go to Finance ‣ Reports, open the Payables tab and click Vendor statement.
2. Pick the Vendor, and the Date range to cover. The range starts at the beginning of the year.
3. Click Run.
4. Click Print to prepare the statement as a PDF.

The statement opens with the vendor’s Opening balance, then lists each posted bill, payment and debit note in date order, with the bills under Debit, payments and debit notes under Credit, and the running Balance. Its cards show what was Billed, Paid and Credited in the range, and the Closing balance you owe at its end.

Tip

Each bill on the statement shows the vendor’s own invoice number under its description, which makes it quicker to tick off the lines against the vendor’s statement.