Payables Aging
Payables Ageing gives you a live view of everything your organisation currently owes its suppliers. It shows each unpaid invoice, which supplier it belongs to, when payment falls due, how much is still outstanding, and whether the due date has passed.
The data comes straight from invoice receipts recorded in the Procurement & Logistics module. As you record payments and debit notes against a supplier invoice, the outstanding amount here reduces automatically. Once an invoice is fully settled it drops out of the view, so what you’re looking at is always your genuine open balance.
This screen is read-only. Nothing can be created, edited, or deleted from here, which means your financial records can’t be altered from within this module.
What you can use it for
- Prioritising which supplier invoices to pay and when
- Planning cash outflows against upcoming due dates
- Managing supplier relationships by staying ahead of overdue payments
- Reporting your payables position at period end
Getting started
Opening the screen
Go to Financial Management › Payables Ageing in the sidebar.
The page opens with all outstanding supplier invoices across your organisation: three summary tiles at the top, and the Supplier Ageing Detail table below.
Access
This screen is permission-controlled. If you can’t see it in the sidebar, or you get an access-denied message, your administrator can grant you access.
Reading the screen
The summary tiles
Three tiles across the top give you an at-a-glance count:
Total Invoices
Shown in blue. The number of supplier invoices with an amount still outstanding.
Due
Shown in green. Invoices that haven’t yet reached their due date.
Overdue
Shown in amber-red. Invoices past their due date, which usually means payment needs attention.
All three counts reflect whatever filters and search you have active, and update the moment you change them. When there are no outstanding invoices in the current view, the tiles are hidden altogether.
The Supplier Ageing Detail table
Each row is a single outstanding supplier invoice.
Columns
- Invoice No — the invoice reference, so you can trace the balance back to the original invoice receipt
- Invoice Date — when the invoice receipt was recorded, shown as DD-MM-YYYY
- Invoice Due Date — when payment is due to the supplier
- Supplier Name — who the invoice was received from
- Entity — the business entity the invoice receipt was recorded under
- Currency — the invoice currency, such as INR or USD (hidden by default)
- Total Amount — the original invoiced amount, before payments or debit notes
- Outstanding Amount — the net amount still owed, after everything applied against that invoice
- Status — either Due or Overdue
- Age — for overdue invoices, how long they’ve been overdue, shown as “Overdue by 45 Days”. Invoices not yet due show a dash.
The Grand Total row
At the bottom of the table, a Grand Total row sums the Total Amount and Outstanding Amount columns across every invoice currently in view. Both totals recalculate whenever you change a filter or search. The row is hidden when there’s no data to total.
How Due and Overdue are decided
An invoice shows as Due while its due date is today or later, and switches to Overdue once that date has passed. Where an invoice carries no due date, the system treats it as due 30 days after the invoice date.
The Age figure is a plain count of calendar days since the due date — there are no ageing buckets or bands.
What’s excluded
Only invoices with an outstanding amount above zero appear here. Fully settled invoices are excluded automatically and can’t be brought back into the view.
Working with the data
Filtering
Two dropdowns in the toolbar narrow what you see. They work independently, so you can use either on its own or both together.
Business Entity
Defaults to All Entities. The list only includes entities that have at least one outstanding invoice, so you won’t find yourself selecting empty options.
Supplier
Defaults to All Suppliers. Again, only suppliers with at least one outstanding invoice appear in the list.
Searching
Type into the search box to filter by supplier name or supplier code. Results narrow as you type, capitalisation doesn’t matter, and the search applies on top of any filters you’ve already set.
Clearing your selections
Whenever a filter or search is active, a ✕ Clear button appears in the toolbar. One click resets the entity filter, the supplier filter, and the search together.
If nothing matches what you’ve asked for, the table displays “No outstanding payables — All invoices are settled”.
Choosing which columns to show
Click ⚙ Display Fields in the toolbar to open the column panel. Every column can be switched on or off independently, and the table updates as soon as you make a change.
Currency is hidden by default — worth turning on if you deal with suppliers in more than one currency.
Exporting
Click ↓ Export in the page header and pick a format.
An export preview opens showing your current data. Confirm it, and a print-ready version opens in a new window with a Print / Save as PDF option.
MS Excel
The same preview opens. Confirm it, and the file downloads as Payables_Ageing.xls.
What gets exported
Both formats capture exactly what’s on screen at the moment you export: your active filters, your search, and only the columns you’ve chosen to display. If you need a different cut of the data, adjust the view first and then export.