SI-AP-RT11 AP Aging Summary by Vendors

Created by Aljun Talle, Modified on Tue, 23 Jul at 2:49 AM by Aljun Talle

Applies to

  • Product version: Velixo NX, Velixo Classic
  • ERP: Sage Intacct
  • Functional area: AP
  • Industry: All except Construction
  • Plan: All
  • Template type: Production Report template



The SI-AP-RT11 AP Aging Summary by Vendors provides a snapshot of the outstanding balances owed to vendors, categorized by aging bucket. It provides essential insights for managing cash flow, prioritizing payments, and maintaining healthy vendor relationships. By highlighting overdue invoices and aging status, the report aids in financial analysis, decision-making, and process improvement within the accounts payable function.


This workbook includes the following sample reports:

  • AP Aging Summary: the summarized report showing the AP transactions by aging buckets. This is in Pivot table format and charts are available as well for better visualization.

  • AP Transactions: the detailed report showing the information for each of the AP transactions. Filters are available as well for to further drilldown the required data.

  • Options: the report's setting sheet that is use for data validation lists and various lookup configuration. 

  • Information: the information sheet of the report, used for storing useful details about the report such as: code, version, and article link in order to keep track of the origin of the report.

Typical audience

The typical users of this type of report are Finance professionals: Accountants, CFOs, Controllers  or Project Managers.


The following features are used by this report. To use this report, please ensure that your Velixo license includes all of them, (or contact Support or Sales):

  • Financial functions
  • List functions
  • Generic Inquiry / Query functions


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The SI-AP-RT11 AP Aging Summary by Vendor report offers a comprehensive overview of outstanding payables categorized by vendor accounts and aging periods. With a user-friendly interface, accessing the required information about accounts payable status requires minimal effort.


  • LocationLists all entities present in Sage Instance (excluding groups) including any custom group defined in the options sheet. For ease of use, Velixo shows you the Entity id that you may be familiar with along with the entity name. This Display name is configurable in the Options sheet.
  • Periodoptional filter and can be used to extract the transactions posted on the period specified.
  • Project: giving users options to filter the data to a specific project only.
  • Vendor namegiving users options to filter the data to a specific customer only. 
  • As ofa date field. The report will extract all open AP transactions as of the date specified on this field. If left blank, this is defaulted to current date.
  • Aging bywill be the basis of the aging days calculations. Users can select from Document date, Due date or Posting date.

These filters are seamlessly linked to the data on the Options tab:

AP Transactions Detailed Report

The report is created to gather all important basic information for an aging report. It is neatly organized in a table and includes these key details:

  • Vendor
  • Location
  • Reference or Document number
  • Transaction currency
  • Dates
  • Amount

Additional details were added as well to aid users with the analysis:

  • Sage Intacct dimensions
  • Due in days
  • Aging bucket
  • % of aging per customer
  • % of aging per aging bucket

AP Aging Summary Report

The summarized report is derived from the AP Transaction detailed report and is presented in a Pivot table format. It is categorized by aging bucket and displays various types of calculations. Users have the flexibility to customize the table accordingly based on their needs.

For user convenience in isolating the negative amounts within the Pivot table, Velixo has added the Negative AP Pivot Slicer. This feature allows users to seamlessly filter the table to exclusively display negative amounts, which may be categorized as Advances, Payments, or Adjustments in Sage Intacct.

Charts are added as well to aid users in visualization of the data.

User Guide

Using the report

Now that we've covered the report overview, let's dive into a step-by-step guide on effectively utilizing the report:

  • Set the Connection Name on the Options sheetcrucial for all processes, set the Connection Name on the Options sheet by updating cell A2. Ensure it matches the name used during Velixo application login.

  • Update the Options Sheetas the foundation for all filters on the AP Transactions tab, keep the Options sheet up to date. It should always automatically capture the latest dimension and structures from your Sage Intacct instance.

  • Velixo have set multiple aging bucket by default in columns and Q. However, user can always customize it to fit their requirements.

  • Update the AP GL code and Credit Card GL code as needed: This crucial step ensures accurate identification of aging transactions in Sage. By default, the AP GL code is derived from the mapped accounts in the Accounts Payable QuickStart category. The Credit Card GL code, however, must be manually entered and can be left blank if there are no credit card transactions to age in the Sage instance.

  • On the AP Transactions sheet, choose the desired filter:
    • Location
    • Period
    • Project
    • Vendor name
    • As of
    • Aging by*

  • Automatic report update: selecting any filter will automatically update the AP Transaction table

  • Once everything is set on the filter and the AP transactions tab has been fully refreshed, go to the AP Aging Summary tab to refresh the Pivot table. Refreshing the Pivot table will automatically refresh the charts.

Comparing with the Sage Intacct AP Aging Report

The template draws inspiration from the familiar design of the Sage Intacct AP Aging report. However, there will be differences as different platforms were used:

  • Reference or Document number reconciliation: In the Sage Intacct AP Aging report, payments or adjustments are included on the applied bill total balance. However, in this report, payments or adjustments are not included in the applied bill balance, and are instead recorded separately within the report. The report maintains reconciliation with the Sage Intacct AP Aging report both on vendor level and in terms of overall total.

Version History

VersionReleased onChanges
1April 30, 2024N/A. Initial version of the template.
1.1July 23, 2024
  • Streamlined the report by eliminating hardcoded and concatenated filters from the query, enhancing maintainability and clarity.
  • Removed unnecessary dimensions that were not required for the report, simplifying the report structure and improving performance.
  • Implemented logic to verify the existence of the Project dimension, preventing potential errors if the Project dimension is not available in the instance.
  • Automated the AP GL code selection to reduce manual input from users while still allowing for account code overrides for user customization.

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