SI-AP-RT11 AP Aging Summary by Vendors

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

TABLE OF CONTENTS

• Applies to
• Description
• Coverage
• Typical audience
• Features
• Preview
• Download this template
• Documentation
  • Filter
  • AP Transactions Detailed Report
  • AP Transactions source tables
  • AP Aging Summary Report
• User Guide
  • Using the report
• Version History

Description

The SI-AP-RT11 AP Aging Summary by Vendors (or AP Aging Summary by Vendors with Retainage) 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.

Coverage

This workbook includes the following sample reports:

Typical audience

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

Features

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
• Query functions

Preview

Download this template

Download Aging Summary by Vendors (without Retainage)

Download Aging Summary by Vendors with Retainage

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Documentation

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.

Filter

• Location: Lists 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.
• Period: optional 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 name: giving users options to filter the data to a specific customer only. 
• As of: a 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 by: will 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

In the AP Aging Summary by Vendors with Retainage variant, additional columns have been added to accurately reflect retainage amounts:

• Outstanding Retainage: displays the retainage balance still open for each invoice, calculated as the difference between the Amount Retained and the Retainage Released.
• Amount Retained: shows the initial amount retained for the invoice.
• Retainage Released: reflects the total retainage amount released as of the specified date.

AP Transactions source tables

To accurately generate the AP Transactions tab, several tables have been created to represent different types of AP transactions in the Sage Intacct instance. The data in all of these tabs is filtered based on the parameters set in the AP Transactions sheet.

The tabs are as follows:

• AP Bills: contains all bills recorded in Sage.

• AP Adjustment: includes all AP adjustments made in Sage.

• AP Advances: lists all advance records created in Sage.

• Credit Card: shows all the credit card transactions created in Sage.

• AP Bill Payments: displays all bill payments made in Sage Intacct, used to determine the amount paid for each AP bills. This is crucial for accurately capturing both partial and full payments.

• AP Payments: displays all payments made in Sage Intacct for both Adjustments and Advances. Like AP Bill Payments, it captures both partial and full payments.

• Historical AP Retainage (for AP Aging Summary by Vendors with Retainage template): provides a list of all AP retainage released as of the specified date, driving the balances in the retainage amount columns on the main tab.

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.

In the AP Aging Summary by Vendors with Retainage variant, an additional column has been added to the table to display the summarized retainage amounts at both the Vendor and Bill levels.

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 sheet: crucial 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.

• Exclude credit card: by default, this setting is set to No, ensuring that all credit card transactions are included in the aging process. Change this setting to Yes to exclude credit card transactions from the report.

• Update the Options Sheet: as 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 C and D. However, user can always customize it to fit their requirements.

• Setting the Location Configuration Option: to enable further customization, the template includes an option for users to choose the location level (Parent, Child, or both). By default, the template is set to extract the balances at Parent level.
  • Navigate to the AP Transactions tab and expand the grouped rows by clicking the plus sign (+) on the upper left corner of the tab.
  • Go to cell C3 and select your preferred location level from the dropdown menu:
    • Parent only: extract the balances exclusively for the parent location, excluding any associated child locations.
    • Child only: extract the balances solely for the child locations, excluding the parent location.
    • Parent and Child: extract the balances for both the parent and child locations.

• 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.

Version History