AC-AP-RT11 AP Aging Summary by Vendors

Created by Aljun Talle, Modified on Mon, 10 Jun 2024 at 07:03 AM by Aljun Talle

Applies to

  • Product version: Velixo NX, Velixo Classic
  • ERP: Acumatica, MYOB Advanced, Cegid XRP Flex, Hotel Investor Apps, Haufe x360
  • Functional area: AP
  • Industry: All
  • Plan: All
  • Template type: Production Report template


TABLE OF CONTENTS


Description

The AC-AP-RT11 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.


Coverage

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.

  • Control: a control report that can be used to confirm that the data is accurate and tied up with the GL.

  • 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 or Project 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
  • Generic Inquiry function


Preview




Download this template


Important: To use the sample reports, you will need to download the below Velixo-AP-Aging and Velixo-APByPeriod Generic Inquiries required by this Template and uploading that inquiry into the appropriate tenant of your ERP.



Velixo-AP-Aging

Velixo-APByPeriod




Documentation

The AC-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

Located in the upper left of the AP Transactions sheet, the filters include:

  • Branch: lists all branches present in Acumatica. For ease of use, Velixo shows you the Branch ID that you may be familiar with along with the Branch name.
  • Vendor: giving users options to filter the data by specific vendor only
  • As of: a Financial Period field in MM-YYYY format. The report will extract all open AP transactions as of the period specified on this field. If left blank, this is default to current period.
  • Aging by: will be the basis of the aging days calculations. Users can select from Document date or Due 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:

  • Transaction type
  • Vendor
  • Branch
  • Reference number or Document number
  • Dates
  • Amount


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

  • Due in days
  • Aging bucket
  • % of aging per customer
  • % of aging per bucket



AP Aging Summary Report

The summarized report is derived from the AP Transaction detailed report and is presented in 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 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 the negative amounts, which may be categorized as Payment, Prepayment, or Debit Adj. on Acumatica.



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



User Guide


Using 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.



  • 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 has set multiple aging buckets by default in columns and L. However, users can always customize this list to meet their requirements.



  • On the AP Transactions sheet, choose the desired filters:
    • Branch
    • Vendor
    • As of in MM-YYYY format (will default to current period if left blank)
    • Aging by



  • Automatic report update: selecting any filter will automatically update the AP Transactions 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.



  • Validation and analysis: ensure accuracy by verifying balances in the Control sheet


Specify the default Accounts Payable (AP) GL code and Ledger (ACTUAL is set as default) on your Acumatica instance to ensure accurate data retrieval for the GL balance. Branch and Year will be based on the filters set on the AP Transactions tab.



Using the Control Report


Committed to upholding data integrity across the report and Acumatica, the Control sheet serves as a supplementary component to the primary AP aging report sheets. Its purpose is to validate the AP data extracted by Velixo by period and cross-referencing it with the extracted balances at AP GL code level.


The Control sheet is divided into three sections:


  • By period balance check: Extracting GL balances by period of the specified year. This is automatically updated based on the date set on the As of field on the AP Transactions's sheet filter.
  • Aging Balance: the total balance per period extracted on the AP Transactions sheet. The unrealized gain/loss is added as well for more accurate reconciliation.
  • Differences: Highlights reconciliatory differences between the AP GL code and the aging report by period.



Version History


VersionReleased onChanges
119 Apr 2024NA. Initial version of the template.
1.110 Jun 2024
  • Enhanced the "As of" field to accept both financial periods and specific dates.



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