Aged Payables Report
Overview
The Aged Payables report shows every unpaid bill you owe to suppliers, organized by how long it has been outstanding. It is your primary tool for managing cash outflows and maintaining good supplier relationships.
Why this matters:
Paying suppliers late damages relationships, can result in late fees, and may even cut off your parts supply. Paying too early ties up cash you might need elsewhere. The Aged Payables report helps you prioritize payments so you pay on time without straining your cash flow.
What you can do with this report:
- See exactly how much you owe to all suppliers combined
- Identify which bills are overdue and need immediate payment
- Plan your cash outflows for the coming weeks
- Spot suppliers where you are consistently late
- Avoid surprise cash crunches from forgotten bills
How to Access the Report
- Log in to your autoGMS dashboard.
- From the sidebar, click Financial Reporting.
- Select this report directly from the section list.
- Select Aged Payables.
The report loads showing all outstanding bills as of today.
If you need to create a payable first and settle it later, record it through Financial Entries using the Expense Payable type.
How Financial Entries Affect Aged Payables
Expense payables recorded through Financial Entries appear in this report until they are fully settled.
| Financial Entry Type | Aged Payables Effect |
|---|---|
| Expense Payable | Appears as an open payable and ages by due date |
| Settlement | Reduces the outstanding balance immediately |
| Other Financial Entry Types | Do not appear here |
Understanding Aging Buckets
Bills are grouped into "aging buckets" based on how many days have passed since they were due:
| Bucket | What It Means |
|---|---|
| Current | Not yet due. Bill date has passed but due date has not. |
| 1-30 Days | Slightly overdue. Due date was 1 to 30 days ago. |
| 31-60 Days | Moderately overdue. Due date was 31 to 60 days ago. |
| 61-90 Days | Significantly overdue. Due date was 61 to 90 days ago. |
| 90+ Days | Seriously overdue. Due date was more than 90 days ago. |
Reading the Report
Summary Section
At the top of the report, summary cards show:
| Card | What It Shows |
|---|---|
| Total Payables | The total amount you owe to all suppliers |
| Current | Amount not yet due |
| Overdue | Total amount past due date |
| Seriously Overdue (90+) | Amount overdue by 90 days or more |
Supplier Detail Table
Below the summary, a table lists every supplier with outstanding balances:
| Column | What It Shows |
|---|---|
| Supplier | Supplier name and contact info |
| Total Owed | Total amount you owe this supplier |
| Current | Amount not yet due |
| 1-30 | Amount 1-30 days overdue |
| 31-60 | Amount 31-60 days overdue |
| 61-90 | Amount 61-90 days overdue |
| 90+ | Amount 90+ days overdue |
| Oldest Bill | Age of the oldest unpaid bill |
Click on any supplier row to see individual unpaid bills.
Bill Detail View
When you expand a supplier, you see each unpaid bill:
| Column | What It Shows |
|---|---|
| Bill # | Bill or invoice number from the supplier |
| Date | When the bill was received |
| Due Date | When payment is due |
| Days Overdue | How many days past due (or "Not due" if current) |
| Amount | Bill total |
| Balance | Amount still owed (after any partial payments) |
Payment Prioritization
Use the aging buckets to prioritize payments:
Current (Not Yet Due)
No immediate action required. Plan to pay these before they become overdue.
1-30 Days Overdue
Action: Pay soon. Many suppliers have grace periods, but do not push your luck.
31-60 Days Overdue
Action: Pay immediately. Suppliers may start applying late fees or calling to collect.
61-90 Days Overdue
Action: Pay now and apologize. Your relationship with this supplier is at risk.
90+ Days Overdue
Action: Pay immediately and reach out personally. Suppliers may:
- Stop extending credit
- Refuse to fulfill new orders
- Apply significant late fees
- Send to collections
Planning Cash Outflows
Use this report for weekly cash planning:
- Review Current bucket — These are bills coming due. Total them up.
- Add 1-30 Days bucket — These need to be paid now. Add to your list.
- Sum the amounts — This is your minimum cash need for the next 30 days.
- Compare to cash available — Check your bank balance and expected customer payments.
- Prioritize if short — If you cannot pay everything, prioritize by:
- Age (older bills first)
- Supplier importance (key suppliers first)
- Late fee amounts (high-penalty bills first)
Filtering and Searching
Filter by Aging Bucket
Click the aging bucket buttons to show only bills in that category.
Filter by Supplier Type
Use dropdowns to filter by supplier category if configured.
Search
Type in the search bar to find bills by:
- Supplier name
- Bill number
- Amount
Sort Options
Click column headers to sort:
- By Total Owed — See your largest debts first
- By Days Overdue — See your most urgent bills first
- By Supplier Name — Alphabetical listing
Methodology
Click the Methodology button in the report header to see how vendor aging is calculated and what purchase orders are included.
Export Options
Click Export to download the report:
| Format | Best For |
|---|---|
| Printing, filing, sharing with management | |
| CSV | Opening in Excel for cash flow planning |
Tips and Best Practices
-
Review weekly. Schedule 15 minutes each week to review payables and plan payments.
-
Pay on time, not early. Unless offered early payment discounts, paying early ties up cash unnecessarily.
-
Negotiate payment terms. If cash is tight, contact suppliers to negotiate extended terms before you miss a payment.
-
Set up payment reminders. Do not rely on memory. Use calendar reminders for major payment due dates.
-
Prioritize key suppliers. If you must delay payments, protect relationships with your most important suppliers.
-
Track supplier credit limits. Know your credit limits and avoid exceeding them.
Frequently Asked Questions
What is the difference between amount and balance?
Amount is the original bill total. Balance is what remains to be paid. If you made a partial payment, the balance is lower than the amount.
Can I mark a bill as paid from this report?
This report is for viewing and planning. To record payments, use the expense or bill payment functionality elsewhere in autoGMS.
What if a supplier sent a duplicate bill?
If you see duplicate entries, check your records and contact the supplier to clarify. Do not pay the same bill twice.
How do I handle disputed bills?
If you are disputing a bill with a supplier, make a note and continue tracking it here. Do not pay disputed amounts until resolved.
Does this include bills from all suppliers?
Yes, the report shows all unpaid bills from all suppliers recorded in autoGMS.