In this tutorial, you’ll learn to run an Accounts Payable Aging Report in QuickBooks Online. A QuickBooks Accounts Payable Aging Report displays a list of your bills while separating them by the number of days they are overdue. This report is a useful tool for prioritizing the payment of your bills, especially when cash flow is tight.
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This tutorial is one in our series of Free QuickBooks Tutorials. The step-by-step instructions that follow the video offer screenshots from the most recent version of QuickBooks Online. Although the video was made with a slightly older version of QuickBooks Online, the steps have remained essentially the same.
What an Accounts Payable Aging Report Is and Why It’s Important
The Accounts Payable Aging Report provides a list of your bills separated by the number of days the bills are overdue. This is an extremely useful report to make sure you don’t inadvertently miss a vendor payment but can also be useful when you are low on cash and must prioritize which bills get paid.
Sample Accounts Payable Aging Report
The Accounts Payable Aging Report lists vendors to which you owe money in the rows. The columns separate your bills by how many days they are overdue, with the first column being bills that are not overdue, and the fifth column being bills that are more than 90 days overdue. The final column presents the total amount due to each vendor, and the bottom line of the total column is the total amount due to all vendors. This total amount due should match your total accounts payable on your balance sheet for the same report date.
How to Run an Accounts Payable Aging Report in QuickBooks
You can run a QuickBooks Accounts Payable Aging Report in four steps:
- Click Reports in the left menu and then select Accounts payable aging summary in the Who owes you section.
- Change the general report options for your Accounts Payable Aging Report in the menu bar above your report.
- Click Customize to customize your Accounts Payable Aging Report further.
- Select an icon in the upper right corner of the report to email, print, or export your Accounts Payable Aging Report.
1. Create a new Accounts Payable Aging Report
Select Reports in the left menu bar and then scroll down to the What you owe section. Then, click on Accounts payable aging summary.
2. Set Options for the Accounts Payable Aging Report
Scroll up from the Accounts Payable Aging Report to locate a menu bar where some general options can be adjusted:
- Report period: The Accounts Payable Aging Report will list your bills outstanding as of the report date that you enter here.
- Show non-zero or active only: By default, the report will show only rows and columns that have activity during the period, which avoids unnecessary clutter in your report.
- Aging method: The number of days a bill is overdue can be calculated based on either the report date chosen in A, or the date the report is created.
- Days per aging period: Payable aging reports commonly are based on intervals of 30 days per column, but you can adjust that to a different number of days.
- Number of periods: Set the number of periods, or columns, that you would like to display in your payables aging report.
- Run report: Your changes will not be reflected until you click Run report.
- Customize: You can make further customizations to your Accounts Payable Aging Report by clicking Customize.
- Save Customization: You can create and name a new report with the options you have chosen.
3. Customize Your Accounts Payable Aging Report Further
Click the Customize button (item G in the prior section) to customize your Accounts Payable Aging Report further.
The first group of options in the Customize report menu is general options:
The reporting period here will match the reporting period chosen in the last step. Additional options available in this section include displaying values in thousands of dollars, excluding zero amounts from the report, and choosing a preference for displaying negative numbers.
Rows/Columns and Aging
The rows/columns options and aging options are limited to the same options available in the settings bar above the report, as discussed in the prior section:
The filter options allow you to filter the aging report based on vendor and location:
If you don’t have the option to filter your Accounts Payable Aging Report by location, you need to turn on location tracking in your advanced company settings.
Choose what information to display in the header and footer of the payables aging report:
If you uploaded a logo while setting up your company, you can choose to show your logo at the top of your payables aging report.
Once you are done customizing your Accounts Payable Aging Report, click the green Run Report button.
4. Print or Email Your Accounts Payable Aging Report
You can print, email, or export your payables aging report with the icons in the top right corner of the report.
Click the envelope icon to email a copy or the printer icon to print a copy of your Accounts Payable Aging Report. Click the drop-down arrow next to the export icon to choose between exporting your payables aging report as a PDF or an Excel spreadsheet.
By learning to run an Accounts Payable Aging Report, you’ve completed the final tutorial in our Free QuickBooks Online Tutorials! We hope you’ve found this information helpful and encourage you to revisit tutorials as questions arise while using QuickBooks Online.