FitSmallBusiness
  • HR
  • Retail
  • Sales
  • Marketing
  • Accounting
  • Real Estate
  • More Categories
    • Starting a Business
    • Banking
    • Credit Cards
    • Financing
    • Insurance
    • Office Technology
    • Online Business
    • Taxes
  • BE A PARTNER
  • WORK AT FSB
  • About
  • HR
  • Retail
  • Sales
  • Marketing
  • Accounting
  • Real Estate
  • More Categories
    • Starting a Business
    • Banking
    • Credit Cards
    • Financing
    • Insurance
    • Office Technology
    • Online Business
    • Taxes

Accounting | How To

How To Run an Accounts Payable Aging Report in QuickBooks Online

Updated February 20, 2023

Tim Yoder, Ph.D., CPA

REVIEWED BY: Tim Yoder, Ph.D., CPA

Tim is a Certified QuickBooks Time (formerly TSheets) Pro, QuickBooks ProAdvisor, and CPA with 25 years of experience. He brings his expertise to Fit Small Business’s accounting content.

 

WRITTEN BY: Mark Calatrava

Published July 4, 2022

Mark has researched and reviewed accounting software at Fit Small Business since 2019 and has developed an extensive knowledge of accounting software features and how unique business needs determine the best accounting software.

Published July 4, 2022

This article is part of a larger series on Accounting Software.

Learn More With Our QuickBooks Online Course
Explore the chapters in the guide.
  1. How to Set Up QuickBooks Online
  2. Part 1: Setting Up QuickBooks
    1. How to Set Up Company Information
    2. How to Customize Invoices, Sales Receipts & Estimates
    3. How to Set Up Invoices, Sales Receipts & Estimates
    4. How to Set Up Products and Services
    5. How to Set Up Messages
    6. How to Set Up Statements
    7. How to Set Up Expenses
    8. How to Set Up Advanced Settings
  3. Part 1: Setting Up QuickBooks (Cont.)
    1. How to Import Bank Transactions
    2. How to Import Credit Card Transactions
    3. How to Set Up Multiple Users
    4. How to Set Up the Chart of Accounts
    5. How to Set Up the Products and Services List
    6. How to Set Up Customers
    7. How to Set Up Vendors
  4. Part 2: Managing Sales and Income
    1. How to Create Estimates (Quotes or Bids)
    2. How to Create and Send Invoices
    3. How to Receive Payments
    4. How to Create & Send Sales Receipts
  5. Part 3: Managing Bills and Expenses
    1. How to Write & Print Checks
    2. How to Enter Bills
    3. How to Pay Bills
  6. Part 4: Managing Banking Transactions
    1. How to Enter Banking Transactions Manually
    2. How to Manage Downloaded Banking Transactions
    3. How to Record Bank Deposits
    4. How to Transfer Funds Between Bank Accounts
    5. How to Handle Bounced Checks From Customers
    6. How to Process Bank Reconciliation
  7. Part 5: Managing Business Credit Card Transactions
    1. How to Enter Business Credit Card Transactions Manually
    2. How to Manage Downloaded Business Credit Card Transactions
    3. How to Enter a Credit Card Refund
    4. How to Reconcile Business Credit Card Accounts
  8. Part 6: Managing Credit Card Sales
    1. How to Manage Credit Card Sales With QuickBooks Payments
    2. How to Manage Credit Card Sales With a Third-party Credit Card Processor
  9. Part 7: Set Up and Manage Payroll
    1. How Set Up and Run Payroll
    2. How to Manage Payroll Tax
    3. How to Add Historical Payroll Data
    4. How to Set Up Automatic Deposits
    5. How to Print Payroll Checks
    6. How to Run Payroll Reports
    7. How to Reconcile Payroll Liabilities
  10. Part 8: Reporting in QuickBooks Online
    1. How to Run a Profit and Loss Statement
    2. How to Run a Balance Sheet Report
    3. How to Run a Statement of Cash Flows
    4. How to Run an A/R Aging Report
    5. How to Run an A/P Aging Report

Quickbooks Online
This short tutorial presents the steps on how to run an accounts payable (A/P) aging report in QuickBooks Online. An A/P aging report displays a list of your bills, separating them by the number of days they’re overdue. This helps you prioritize the payment, especially when cash flow is tight. By taking this lesson, you’ll learn how to generate an A/P report using default settings and how to customize it so that it shows only the elements you want.

Our free QuickBooks online course library, which includes this guide, aims to help you get the full benefits of QuickBooks Online, our top-rated business accounting software. If you have purchased QuickBooks, log in to your account and follow this tutorial. Otherwise, contact Intuit to either request a 30-day free trial or get a 50% discount for three months.

Visit QuickBooks Online

Step 1: Locate Accounts Payable Aging Summary

Click Reports from the left menu bar and scroll down to the What you owe section. Next, select Accounts payable aging summary from the list of reports shown.

Selecting Accounts payable aging summary under the “What you owe” section.

Select Accounts payable aging summary under the “What you owe” section


Step 2: Set Up a Basic A/P Aging Report

From the Accounts payable aging summary screen, scroll up to locate the menu bar, which contains basic setup options.

Setting up basic options for the AP report.

Set up basic options for the AP report

To create your A/P report using default settings, you must complete the following fields:

A. Report period: The A/P report will list your bills outstanding as of the report date that you enter here.

B. Show non-zero or active only: This setting lets you include all rows or columns or add or hide those with no data or those with nonzero totals.

C. Aging method: The number of days a bill is overdue can be calculated based on either the report date chosen in item A or the date the report is created.

D. Days per aging period: A/P aging reports are commonly based on intervals of 30 days per column, but you can adjust it to a different number of days.

E. Number of periods: Set the number of periods, or columns, that you would like to display in your A/P aging report.

F. Run report: Choose this option to reflect your changes.

G. Customize: You can make further customizations to your report by clicking this as further explained in our next section, Step 3.

H. Save Customization: You can create and name a new report with the same options you have chosen.


Step 3: Customize Your A/P Aging Report

Hit the Customize button (item G in our prior section) to customize your A/P report further.

General

The first section allows you to apply general settings like the number format and the reporting period you wish to run. It also includes unique options for adding values in thousands of dollars, excluding zero amounts from the report, and choosing a preference for displaying negative numbers.

QuickBooks Online General A/P report options.

General A/P report options in QuickBooks Online

Rows/Columns

The rows/columns option has the same settings found in item B of our previous section.

QuickBooks Online Rows/columns settings for your A/P report.

Rows/columns settings for your A/P report in QuickBooks Online

Aging

In addition to choosing the aging method you did in item C in Step 2, you can also indicate the number of periods and days covered for every aging period.

Applying aging settings to your A/P report in QuickBooks Online.

Applying aging settings to your A/P report in QuickBooks Online

Filter

The filters allow you to filter the aging report based on vendor and location.

Applying a filter to your A/P report in QuickBooks Online.

Applying a filter to your A/P report in QuickBooks Online

If you don’t have the option to filter your QuickBooks accounts payable aging report by location, you need to turn on location tracking as illustrated in Step 4 of our advanced settings guide.

Header/Footer

Choose what information to display in the header and footer of your A/P aging report.

Header and footer options for the A/P aging report in Quickbooks Online.

Header and footer options for the A/P aging report

You can opt to add your logo to the top of your A/P aging report if you uploaded one while setting up your company.

Once you are done customizing your report, click the green Run report button.


Step 4: Print, Email, or Export Your A/P Report (If Necessary)

You can print, email, or export your report by clicking on the icons in the top right corner of the report.

Arrow pointing to Email, print, or export your A/P report.

Email, print, or export your A/P report

Choose the envelope icon to email a copy and the printer icon to print a copy. You can also click the drop-down arrow next to the export icon to select between exporting your report as a PDF or an Excel file.

Here is a sample QuickBooks A/P aging report.

Example of QuickBooks A/P aging report.


Why Is the Accounts Payable Aging Report Important

The A/P report provides a list of your bills separated by the number of days the bills are overdue. This is an extremely useful report as it ensures that you don’t inadvertently miss a vendor payment and that you prioritize which bills get paid first when you are low on cash.

Wrap Up

By learning how to run an accounts payable report in QuickBooks Online, you’ve completed the final lesson in our free QuickBooks Online tutorials! We hope you’ve found this information helpful and encourage you to revisit our guides as questions arise while using QuickBooks Online.

← Previous Tutorial

QuickBooks Tutorials

About the Author

Mark Calatrava

Find Mark OnLinkedIn

Mark Calatrava

Mark Calatrava is an accounting expert for Fit Small Business. He has covered more than 50 accounting software for small businesses and niche industries and has developed an in-depth knowledge of the important features of accounting software and how the importance of these features vary by business.

Fit Small Business

Facebook Twitter LinkedIn YouTube

Company

  • About Us
  • Editorial Policy
  • Careers

Partners

  • Work With Us

Contact Us

228 Park Ave S # 20702
New York, NY 10003-1502

info@fitsmallbusiness.com

Fit Small Business BBB Business Review

Facebook Twitter LinkedIn YouTube

© Fit Small Business 2023

California Privacy Rights | Privacy | Terms | Sitemap

Need Assistance with QuickBooks Online?
QB Live matches you with a personal bookkeeper!
Visit QuickBooks Live

Was this article helpful?

Feedback

Join Fit Small Business

Sign up to receive more well-researched small business articles and topics in your inbox, personalized for you. Select the newsletters you’re interested in below.

Please select at least one newsletter.