Overview

The Accounts Payable (AP) Reports menu provides operational and accounting reports used to manage vendor balances, forecast cash needs, validate check activity, and support month-end reconciliation. These reports are designed to answer two key questions: What do we owe? and What did we pay?

Aging & Payables Management

Vendor Aging — open balances by vendor and aging bucket.
Outstanding Open Invoices — invoice-level listing of unpaid items.
Scheduled Invoices Aging — open items already staged for future payment.

Cash Planning

Cash Requirements — forecast upcoming payment needs.
Paid not Billed — identify timing gaps where payment occurred without matching billing/record.

Audit & Reconciliation

Check Register — listing of issued checks by bank/date range.
Check Reconciliation — reconcile checks to bank clearing activity.
AP Audit Report — control/audit support for AP postings and changes.

Operational / Analysis

AP Activity by File# — payables activity tied to operational files.
AP Activity by GL Acct# — vendor payments and postings by GL account.
File Profitability Report — profitability analysis including AP impact.

Tip: For most teams, daily use centers on Vendor Aging, Cash Requirements, and Check Register. Month-end typically uses Check Reconciliation, AP Audit, and GL-based activity reports.

Which Report Should I Use?

Use this quick decision table to choose the best Accounts Payable report based on the question you are trying to answer. Each report is optimized for a specific purpose (cash planning, vendor visibility, file analysis, audit, or coding review).

Cash Planning & Payment Timing

What vendors are owed money right now? — Vendor Aging
What payments are coming due based on schedule? — Scheduled Invoices Aging
How much cash will be required by specific dates? — Cash Requirements
How many checks and dollars were issued? — Check Volume Summary

Vendor & Invoice Visibility

What invoices are still open? — Outstanding Invoices
What activity has occurred for a vendor? — Vendor Activity
Which vendors exist and how are they configured? — Vendor Listing

File-Based Analysis

What A/P activity exists for a file? — AP Activity by File Number
Are files profitable after A/P activity? — File Profitability
Were advances issued before vendor invoices or customer billing? — Advanced Checks
Were vendors paid but customers not billed? — Paid Not Billed

Accounting, Audit & Reconciliation

What vouchers were entered in a period? — Voucher Register
How does A/P reconcile to the General Ledger? — AP Activity by GL Acct#
What A/P control transactions occurred (adjustments, reconciliations, renumbering, etc.)? — AP Audit Journal
Which checks cleared or remain outstanding? — Check Reconciliation
What checks were issued in a period? — Check Register

Coding & Classification

How were invoices and payments grouped by cost category? — AP Report by Bill Code

Tip: If you are planning cash outflows, use reports driven by Scheduled Payment Date. If you are reconciling or auditing, use reports driven by Voucher / GL / Check activity.

Reports Menu

The Reports menu is organized around vendor balance reporting, cash planning, operational file analysis, and check reconciliation. Each report may be filtered by company, department/group, vendor, date range, and output format depending on the report.

Best Practice: Standardize a weekly reporting routine (Aging + Cash Requirements + Check Register) and a month-end package (Audit + Reconciliation + GL Activity) so results remain consistent across periods.

Vendor Aging Report

The Vendor Aging Report summarizes outstanding payables by vendor and aging bucket as of a selected aging ending date. It supports planning, cash forecasting, and prioritizing payments by vendor, department/group, and transaction type.

You can run the report for Trade/Operations, Overhead, or Both, and optionally filter to a specific vendor, exclude small balances, or include items already closed after the aging date.

Report Options

Aging Ending Date — “as-of” date used to age open balances.
Specific Vendor (ALL) — run for one vendor or all vendors.
(D)etail / (S)ummary — summary totals vs detail invoice-level lines.
(T)rade / (O)verhead / (B)oth — limit report to operational trade items, overhead, or both.
Dept#/Group Code (All) — filter by a department/group (or run for all).
Print Credits Only (Y/N) — show only credit balances if needed.
Print Items Already Closed? (Y/N) — include items that were closed after the aging date (helpful for audit snapshots).
Minimum Open Balance Amount — suppress vendors/items below a threshold (reduces noise).
Print Report to (R/S) — output to Report or Spreadsheet (if enabled).
Vendor Type (ALL) — limit to a vendor classification if used.
Include GL Summary (Y/N) — include GL rollups (useful for reconciliation).

Best Practice: Use a consistent “as-of” date (week-end or month-end) and set a reasonable minimum balance to reduce clutter and focus on actionable payables.

Workflow note: Run Vendor Aging before check runs to validate which vendors are due and to spot unexpected credits or old open items that may need cleanup (voids, adjustments, or credit application).

Cash Requirements Report

The Cash Requirements Report forecasts upcoming cash needs based on invoices that have been assigned a Scheduled Payment Date. You provide up to three cutoff dates, and the report groups invoices into “buckets” to show how much is due by each date range.

This report is commonly used to plan weekly/bi-weekly check runs and to verify whether current bank balances can support upcoming vendor payments.

Report Criteria

Company — selects the company/entity owning the payables.
Scheduled Payments by (1st date) — includes invoices scheduled to pay on or before this date (first bucket).
Payments by (2nd date) — includes invoices scheduled after the 1st date and up to this date (second bucket).
Payments by (3rd date) — includes invoices scheduled after the 2nd date and up to this date (third bucket).
(D)etail or (S)ummary — prints vendor-level totals (Summary) or invoice lines (Detail).

How the Date Buckets Work

Column 1: all open invoices with a scheduled pay date ≤ the 1st date.
Column 2: scheduled pay date between (1st date + 1 day) and the 2nd date.
Column 3: scheduled pay date between (2nd date + 1 day) and the 3rd date.

Output (Typical Columns)

Acct No / Vendor Name — vendor identifier and name.
Invoice No / Inv Date — invoice reference and invoice date.
Sch Date — scheduled payment date used to bucket the invoice.
Sch Pmt — scheduled payment amount (or open amount scheduled).
Date Columns — amounts due by each cutoff date bucket.
Vendor total — subtotal per vendor for quick cash planning.

Best Practice: Use the same three cutoff dates each cycle (e.g., end of week, mid-month, end of month) so trends are comparable and cash planning stays consistent across periods.

Tip: If results look “too low,” confirm invoices have a Scheduled Payment Date assigned in Modify Payment Schedule Date or in the batch scheduling workflow.

Outstanding Invoices Report

The Outstanding Invoices Report lists open A/P invoices by vendor and shows key payment planning fields (invoice/reference, file number, invoice date, scheduled pay date, scheduled amount, and open balance). Use this report to quickly identify what is still unpaid and confirm what is staged for upcoming check runs.

This report is especially helpful as a “pre-check-run review” to confirm invoices are present, scheduled dates look correct, and vendor totals match expectations.

Report Criteria

Company — selects the company/entity owning the payables.
Dept/Group, (O)verhead, (A)ll — filter results to a department/group, overhead invoices only, or all.
(R)eport or (S)preadsheet — choose a printed report format or a spreadsheet export (for sorting, filtering, and pivoting).

Output (Typical Columns)

Account / Vendor Name — vendor identifier and name.
Inv/Ref# — invoice number or internal reference number.
File No. — operational file tied to the payable (when applicable).
Inv Date — invoice date (used for aging/review).
Inv Amount — original invoice amount.
Sch Date — scheduled payment date (if assigned).
Sch Amount — amount currently scheduled to pay.
Open Balance Amount — remaining unpaid balance.
Vendor Totals — subtotal per vendor for quick review.

When to Use

Review unpaid invoices before selecting/printing checks.
Confirm scheduled pay dates and scheduled amounts are populated.
Export to spreadsheet to reconcile against vendor statements or internal accruals.

Best Practice: Run this report right after scheduling (or batch selection) to confirm that invoices expected in the next check run have a Sch Date and a non-zero Sch Amount.

Tip: If an invoice shows an open balance but no scheduled date/amount, assign it in Modify Payment Schedule Date (date-based workflow) or include it in a payment batch (batch workflow).

AP Activity by File Number

The Accounts Payable Activity by File Number report provides a consolidated view of vendor invoice and payment activity grouped by operational File Number. This report is commonly used to analyze payables tied to specific shipments, jobs, or operational files.

The report supports multiple selection methods, including date range, file number, customer number, or vendor number, and can be limited to open balances only.

Selection Options

Date Range — report activity within a specific posting period.
File Number — isolate activity for a single operational file.
Customer Number — report payables tied to a specific customer.
Vendor Number — limit activity to a single vendor.

Additional Filters

Dept/Group Code or (A)ll — restrict by department or include all.
(O)pen Balance or (A)ll — include only unpaid items or full history.

Report Output

Reference # — internal reference or invoice identifier.
Vendor / Customer — party associated with the payable.
Invoice Amount & Date — original obligation.
Payment Amount, Date & Check # — applied payments.
Balance — remaining open balance per file.

Use Case: This report is frequently used to reconcile vendor costs at the shipment or job level and to validate profitability by file.

Best Practice: Run this report with Open Balance enabled during month-end close to identify unpaid vendor charges tied to active files.

Voucher Register

The Voucher Register is an A/P audit report that lists invoices/vouchers entered into the system for a selected date range or accounting period. It’s commonly used to support period-end review, reconcile A/P activity, and provide an audit trail of what was vouchered (and when).

Use this report to answer questions like: “What invoices were entered this period?”, “Which vendors were vouchered?”, and “What amounts were posted (invoice vs. pay/advance)?”

Report Criteria

Selection for Report — choose the report basis: 1 = Date Vouchered or 2 = Accounting Period.
Starting Date / Ending Date — used when running by Date Vouchered.
Period — used when running by Accounting Period (e.g., YYYYMM or your period format).
Print Transactions — include transaction detail (when enabled) rather than summary-only output.
(O)pen, (C)losed, (B)oth — include open items, closed items, or both.
(R)eport or (S)preadsheet — output to a printable report or spreadsheet format.

What You’ll See on the Output

Entered Date — when the voucher/invoice was entered.
Acct Prd — accounting period associated with the voucher.
Vendor Reference No. — vendor invoice/reference number (or internal reference).
File Number — operational file tied to the cost (where applicable).
Doc Src — source/type (example: OPS vs INV or your internal doc source codes).
Vendor Number / Vendor Name — vendor identity.
Invoice Amount — original voucher amount entered.
Pay/Adv Amount — amount paid and/or advanced depending on configuration and processing stage.
Vendor Totals — subtotal breaks by vendor to support reconciliation.

Tip: For period-end support, run the Voucher Register by Accounting Period and output to Spreadsheet to quickly filter by vendor, file number, or amount.

Best Practice: If results look incomplete, verify you selected (B)oth open/closed and that your date/period matches the posting rules used for vouchering in your environment.

Vendor Activity Report

The Vendor Activity Report provides a chronological view of invoice and payment activity for one or more vendors over a selected date range. It is commonly used to research vendor balances, verify payment history, and support vendor inquiries.

This report can be run for invoiced items, paid items, or both, and supports multiple sorting and output options depending on the analysis required.

Report Selection Options

Vendor Name or (A)ll — run the report for a specific vendor or all vendors.
(I)nvoiced, (P)aid, (B)oth — control whether the report includes open invoices, payments, or the full activity history.
Starting Date / Ending Date — define the activity date range.
(S)ummary or (D)etail — summary totals by vendor or detailed line-item activity.
Vendor Type or (A)ll — limit by vendor classification if configured.
Sort Option:
- A — By Vendor / Reference Number
- B — By GL Codes & Vendors
- C — By Charge Codes & Vendors
(R)eport or (S)preadsheet — output to on-screen report or spreadsheet format.

Report Output

Reference No / File No — internal reference and operational file linkage.
Invoice Amount & Date — original vendor invoice details.
Payment / Adjustment Amount — applied payments or adjustments.
Check Number — check or payment reference used.
Balance — remaining open balance after activity.

Use Case: This report is frequently used to respond to vendor balance disputes, trace payment history, and support audit or reconciliation requests.

Tip: Use Detail + By Vendor/Reference when researching a single invoice, and Summary + Spreadsheet for month-end or audit support.

Check Register Report

The Check Register Report prints a list of checks issued for a selected bank account and date range. This report is commonly used after a check run (or manual check entry) to verify what was issued, confirm payees and amounts, and support bank reconciliation and audit review.

The report can be produced in Summary or Detail format and may be sorted by Vendor, Check, or Account. You may also export the output as a Spreadsheet for analysis or archiving.

Report Criteria

Bank Code / Company Code — selects the bank account and company issuing checks.
Starting Check Date — beginning date for checks to include.
Ending Check Date — ending date for checks to include.
Sort Sequence — sort by (V)endor, (C)heck, or (A)cct No.
Vendor Code or * for all — limit to one vendor or include all vendors.
(S)ummary or (D)etail — vendor/check totals vs. full line detail.
Dept#, Group# or (A)ll — filter checks by department/group or include all.
(O)perations, (V)erhead, (D)irect or (A)ll — limit by check type/source.
Include Adjustments? — include adjustment lines (if applicable).
(R)eport / (S)preadsheet — output to standard report or export to spreadsheet format.

Common Uses

Verify checks issued immediately after printing.
Support bank reconciliation and check clearing research.
Provide documentation for auditors and month-end close.

Workflow note: Run this report after Prepare and Print Checks (and after any manual check entry) to confirm issued checks and retain a supporting register for reconciliation.

Best Practice: Use Sort = (C)heck and Detail for reconciliation and troubleshooting. Use Summary for quick sign-off and management review, and export to Spreadsheet for audit packages.

Check Reconciliation Report

The Check Reconciliation Report supports the month-end bank reconciliation process by listing checks that have been cleared, not cleared, voided, missing, or processed via ACH. This report is typically run in conjunction with the Bank Reconciliation function to validate check activity against the bank statement.

Users may generate reconciliation results by date range or by check number range, allowing precise alignment with bank statements.