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Accounting | How To

How to Run an Accounts Payable Aging Report in QuickBooks Online

Updated October 26, 2021

Tim Yoder

WRITTEN BY: Tim Yoder

Published December 15, 2020

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.

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
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.

You’ve made a great decision to learn QuickBooks Online, our best overall pick for small business accounting software. We hope you follow along in your own QuickBooks Online account. New subscribers can choose from a 30-day free trial or 50% off for three months.

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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.

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

Accounts Payable Aging Report in QuickBooks Online

Sample Accounts Payable Aging Report in QuickBooks Online

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:

  1. Click Reports in the left menu and then select Accounts payable aging summary in the Who owes you section.
  2. Change the general report options for your Accounts Payable Aging Report in the menu bar above your report.
  3. Click Customize to customize your Accounts Payable Aging Report further.
  4. 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.

Accounts Payable Aging Report in QuickBooks Online

Run an Accounts Payable Aging Report in QuickBooks Online.

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:

Set Basic Options for the Accounts Payable Aging Report

Set Basic Options for the Accounts Payable Aging Report.

  1. Report period: The Accounts Payable Aging Report will list your bills outstanding as of the report date that you enter here.
  2. 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.
  3. 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.
  4. 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.
  5. Number of periods: Set the number of periods, or columns, that you would like to display in your payables aging report.
  6. Run report: Your changes will not be reflected until you click Run report.
  7. Customize: You can make further customizations to your Accounts Payable Aging Report by clicking Customize.
  8. 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.

General

The first group of options in the Customize report menu is general options:

General Accounts Payable Aging Report Options

General Accounts Payable Aging Report 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:

Rows/Columns and Aging Options for the Payables Aging Report

Rows/Columns and Aging options for the Accounts Payables Aging Report in QuickBooks Online.

Filter

The filter options allow you to filter the aging report based on vendor and location:

Filter Payable Aging Report

Filter Accounts Payable Aging Report in QuickBooks Online.

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.

Header/Footer

Choose what information to display in the header and footer of the payables aging report:

Header and Footer Options

Header and Footer options for the Accounts Payable 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.

Email, Print, or Export Your Accounts Payable Aging Report

Email, print, or export your Accounts Payable Aging 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.

Wrap Up

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.

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QuickBooks Tutorials

About the Author

Tim Yoder

Find Timothy OnLinkedIn

Tim Yoder

Tim worked as a tax professional for BKD, LLP before returning to school and receiving his Ph.D. from Penn State. He then taught tax and accounting to undergraduate and graduate students as an assistant professor at both the University of Nebraska-Omaha and Mississippi State University. Tim is a Certified QuickBooks Time (formerly TSheets) Pro, QuickBooks ProAdvisor for both the Online and Desktop products, as well as a CPA with 25 years of experience. He most recently spent two years as the accountant at a commercial roofing company utilizing QuickBooks Desktop to compile financials, job cost, and run payroll.

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