Purchases

Aged Payables

The Aged Payables screen shows outstanding vendor balances broken down by aging period (Current, 30, 60, 90, 120+ days). It supports three drill-down levels — Store, Vendor, and Transaction — allowing you to start with a high-level overview and drill into specific invoices. Includes totals with percentage distribution and an "as-at" date feature for historical analysis. Access from Purchases › Aged Payables.

Filters

Level

Controls the grouping and drill-down depth:

Level	First Column Shows	Drill-Down Action
Store	Store name	Double-click → switches to Vendor level filtered by that store.
Vendor	Vendor name	Double-click → switches to Transaction level filtered by that vendor.
Transaction	Transaction number	Double-click → opens the source transaction (invoice, cheque, etc.) in its master screen.

Defaults to Vendor level. At the Store level, the Store filter is disabled (since you're viewing all stores).

Date

The "as-at" date for aging calculations. Defaults to today if left blank. When set to a past date:

• Only transactions posted on or before this date are included.
• Payments made after this date are excluded (balances appear as they were on that date).
• Aging buckets are calculated relative to this date, not today.

Store

Optional store filter. Only transactions from this store are included. Disabled at the Store level (since the report groups by store).

Account

Optional. Filter to vendors assigned to a specific AP account.

Vendor

Optional. Filter to a single vendor. Selecting a vendor and clicking Refresh shows only that vendor's transactions.

Group

Optional. Filter to vendors belonging to a specific vendor group.

Results List

One row per store, vendor, or transaction depending on the Level. Column headers are clickable for sorting.

Column	Description
Store / Vendor / Id Number	Name or transaction number (header changes with Level).
Balance	Total outstanding amount (sum of all aging buckets).
Current	Amount due within the last 30 days (0–29 days old).
30 days	Amount 30–59 days past due.
60 days	Amount 60–89 days past due.
90 days	Amount 90–119 days past due.
120+ days	Amount 120 or more days past due.

Aging Logic

Aging is calculated based on the number of days between the transaction's post date and the as-at date:

Days Old	Bucket
0 – 29	Current
30 – 59	30 days
60 – 89	60 days
90 – 119	90 days
120+	120+ days

Credit Cascade

Credits (overpayments, adjustments) are placed in the 120+ bucket and then cascaded upward. If 120+ goes negative, the excess is moved to 90, then 60, then 30, then Current. This ensures credits are applied to the oldest outstanding amounts first.

Historical Date Handling

When an as-at date is specified, the system excludes any payments whose work date falls after the as-at date. This shows balances as they existed on that historical date, including invoices that were later paid.

Totals & Percentages

Below the list, two rows show:

Total — Sum of each aging column across all displayed rows (Balance, Current, 30, 60, 90, 120+).
Percent — Each bucket as a percentage of the total Balance. Helps identify the proportion of debt in each aging period (e.g. "45% of payables are 90+ days overdue").

Drill-Down Navigation

Double-click any row to drill down:
• Store level → sets the Store filter and switches to Vendor level.
• Vendor level → sets the Vendor filter and switches to Transaction level.
• Transaction level → opens the source transaction (vendor invoice, cheque, adjustment, etc.) in its master screen for viewing or editing.

Buttons

Refresh

Reloads the data from the database using the current filter settings. Must be clicked manually after changing filters (the display does not auto-refresh except when drilling down).

Print

Generates a printable report from the current display. The report header includes the level, as-at date, and filter criteria. Footer shows the total and percentage rows.

Close

Closes the Aged Payables window.

Workflow

Monthly payables review:

1. Open Aged Payables. Set the Level to Vendor.
2. Leave the Date blank (defaults to today) or set an as-at date for month-end reporting.
3. Click Refresh.
4. Review the percentage distribution — a high percentage in 90+ or 120+ indicates overdue payables that need attention.
5. Double-click a vendor to see their individual transactions.
6. Double-click a transaction to open it and investigate or schedule payment.
7. Click Print to generate a report for management review.

Multi-store comparison:

1. Set the Level to Store and click Refresh.
2. Compare balances and aging distribution across stores.
3. Double-click a store to drill into its vendor-level breakdown.

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