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The Report tab, as shown in Figure 1, is part of the Aged A/P Report window and will list all records meeting the search criteria set on the Settings tab.
Figure 1: Aged A/P Report - Report tab
Each column in the grid is detailed in Table 1.
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Supplier |
Displays the associated supplier name and below the bill number and creation date for each bill. |
Alphanumeric |
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Due Date |
Displays the first (if distributed) bill due date for each bill. |
Numeric - MM/DD/YYYY |
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Discount Date |
Displays the last day where a discount would apply for each applicable bill. |
Numeric - MM/DD/YYYY |
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Discount |
Displays the amount of discount in currency for each applicable bill. |
Numeric |
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0-29 Days |
Displays a list of bill amounts (or portions due in the case of distributed bills) for bills up to 29 days old. |
Numeric |
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30-59 Days |
Displays a list of bill amounts (or portions due in the case of distributed bills) for bills between 30 and 59 days old. |
Numeric |
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60-89 Days |
Displays a list of bill amounts (or portions due in the case of distributed bills) for bills between 60 and 89 days old. |
Numeric |
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90+ Days |
Displays a list of bill amounts (or portions due in the case of distributed bills) for bills over 90 days old. |
Numeric |
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Aged Due |
Displays the entire amount due to date on a bill for each bill. |
Numeric |
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Future Due |
Displays a list of bills due (or portions due in the case of distributed bills) in the future (beyond selected report month). |
Numeric |
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AP Balance |
Displays the portion of each bill left to be paid. |
Numeric |
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Advances |
Displays advances when the Show Advances option has been checked on the Settings tab. |
Numeric |
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Total |
Displays the total of for each column on the report. |
Numeric |
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Percentages |
For bills due in each range, this row shows the percentage this columns total is to the Aged Due column total. |
Percentage up to 100 |
Table 1: The Aged A/P Report - Report tab components
System Five does not force the payment of bills based on the Distributed Due Dates. These dates are used to indicate that a payment is expected on the specified date. You can make partial payments, skip payments or make additional payments as desired. The Aged A.P Report will include the distributed amounts in the appropriate aged column based on the due dates, then starting with the oldest payment due, remove any and all payments that have been made.
To demonstrate let us look at an example:
You have a Bill from Acme Supply Company for the amount of $1,000.00, dated June 30. You setup distributed due dates for the bill of $250.00 each on the 30th of July, August, September and October. The 30th of July comes and goes and you have not made the first payment, so on August 10th you get time to catch up and send the July 30th payment. On the 30th of August you make the second payment, but for only half the amount. On the 30th of September you take an Aged A/P Report to see what payments are required. The Bill for Acme Supply Company will appear on the Report as shown in Figure 2.
Figure 2: Aged A/P Report example A
The Distributed Payment for September shows in the 'Current' column and the half payment due from August shows in the '30 Days' column, but what would have happened to this same report if you had made an extra payment in August rather than a partial payment? Change the payment on August the 30th to one and a half payments (250.00 + 125.00) of 375.00, and the report will show that the extra payment made in August was removed from the amount Due on the 30th of September, as shown in Figure 3.
Figure 3: Aged A/P Report example B
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