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Payables Reports

Payables reports help you track amounts owed to vendors, monitor purchase order commitments, review payments made, and manage vendor credits and purchase returns. Go to Reports from the left sidebar, then select Payables from the Report Category list.

Vendor Balance Summary

The Vendor Balance Summary report shows the outstanding balance owed to each vendor - including bill balance, available vendor credits, and net payable balance. Use it to prioritise payment runs and negotiate payment terms.

Scenario: Bailey at Zylker Inc is preparing for the month-end payment run. She generates the Vendor Balance Summary to see exactly how much is owed to each vendor before deciding which bills to pay first.

To generate this report:

  • Go to Reports from the left sidebar.
  • Select Payables from the Report Category list.
  • Click Vendor Balance Summary.

This report includes the following columns:

  • VENDOR NAME: Name of the vendor.
  • BILLED AMOUNT: Total amount billed by the vendor across all open bills.
  • AMOUNT PAID: Total amount paid to the vendor.
  • CLOSING BALANCE: Outstanding balance currently owed to the vendor.

Bill Details

The Bill Details report shows all vendor bills recorded during a selected period - including bill status, due date, vendor name, bill amount, and balance due. Use it to track which bills are outstanding, overdue, or paid.

Scenario: Bailey at Zylker Inc needs to prioritise which vendor bills to pay before the cash flow deadline. She generates the Bill Details report filtered to overdue status to see exactly which bills are past due and the outstanding balance on each.

To generate this report:

  • Go to Reports from the left sidebar.
  • Select Payables from the Report Category list.
  • Click Bill Details.
  • Set a Date Range and any additional filters, then click Run Report.

This report includes the following columns:

  • STATUS: Current status of the bill (e.g., Open, Overdue, Paid).
  • BILL DATE: Date on which the bill was received.
  • DUE DATE: Payment due date for the bill.
  • BILL#: Unique reference number of the vendor bill.
  • VENDOR NAME: Name of the vendor who issued the bill.
  • BILL AMOUNT: Total amount of the bill.
  • BALANCE AMOUNT: Outstanding unpaid balance on the bill.
  • PROJECT: Project associated with the bill, if applicable.

Vendor Credit Details

The Vendor Credit Details report shows all vendor credits issued during a selected period - including the credit note number, vendor, amount, and the amount applied against bills. Use it to verify that vendor credits have been applied correctly and track unused credits.

To generate this report:

  • Go to Reports from the left sidebar.
  • Select Payables from the Report Category list.
  • Click Vendor Credit Details.
  • Set a Date Range and any additional filters, then click Run Report.

This report includes the following columns:

  • STATUS: Current status of the vendor credit (e.g., Open, Closed).
  • VENDOR CREDIT DATE: Date on which the vendor credit was issued.
  • CREDIT NOTE#: Unique reference number of the vendor credit.
  • VENDOR NAME: Name of the vendor who issued the credit.
  • AMOUNT: Total value of the vendor credit.
  • BALANCE AMOUNT: Remaining unapplied balance on the vendor credit.

Payments Made

The Payments Made report shows all payments recorded against vendor bills during a selected period - including payment date, vendor name, payment method, bill amount, and any unused amount. Use it to reconcile outgoing payments and confirm payment allocations.

To generate this report:

  • Go to Reports from the left sidebar.
  • Select Payables from the Report Category list.
  • Click Payments Made.
  • Set a Date Range and any additional filters, then click Run Report.

This report includes the following columns:

  • DATE: Date on which the payment was made.
  • REFERENCE#: Reference number for the payment (e.g., cheque number, bank reference).
  • BILL#: Bill number against which the payment was applied.
  • VENDOR NAME: Name of the vendor who was paid.
  • PAYMENT MODE: Method of payment (e.g., Bank Transfer, Cheque, Cash).
  • NOTES: Internal notes added to the payment.
  • PAID THROUGH: Bank account or fund from which the payment was made.
  • STATUS: Current status of the payment record.
  • AMOUNT: Total payment amount in your base currency.
  • AMOUNT (FCY): Payment amount in the foreign currency of the vendor, if applicable.
  • UNUSED AMOUNT (BCY): Unapplied payment balance in base currency.
  • UNUSED AMOUNT (FCY): Unapplied payment balance in foreign currency.

Purchase Order Details

The Purchase Order Details report shows all purchase orders placed during a selected period - including their status, expected delivery date, vendor, and order amount. Use it to monitor open purchase orders and identify overdue deliveries.

To generate this report:

  • Go to Reports from the left sidebar.
  • Select Payables from the Report Category list.
  • Click Purchase Order Details.
  • Set a Date Range and any additional filters, then click Run Report.

This report includes the following columns:

  • STATUS: Current status of the purchase order (e.g., Issued, Received, Billed).
  • DATE: Date on which the purchase order was created.
  • DELIVERY DATE: Expected delivery date for the purchase order.
  • P.O#: Unique reference number of the purchase order.
  • VENDOR NAME: Name of the vendor to whom the order was placed.
  • AMOUNT: Total value of the purchase order.

Purchase Orders by Vendor

The Purchase Orders by Vendor report shows the total purchase order value and quantity per vendor for a selected period. Use it to compare vendor spend and identify your highest-value suppliers.

To generate this report:

  • Go to Reports from the left sidebar.
  • Select Payables from the Report Category list.
  • Click Purchase Orders by Vendor.
  • Set a Date Range and any additional filters, then click Run Report.

This report includes the following columns:

  • VENDOR NAME: Name of the vendor.
  • EXPENSE COUNT: Number of expense transactions linked to this vendor during the period.
  • BILL COUNT: Number of vendor bills recorded for this vendor.
  • VENDOR CREDIT COUNT: Number of vendor credits issued by this vendor.
  • JOURNAL COUNT: Number of journal entries associated with this vendor.
  • AMOUNT: Total transaction amount for this vendor, excluding taxes.
  • AMOUNT WITH TAX: Total transaction amount including taxes.

Purchase Order By Item

The Purchase Order By Item report shows the quantity ordered and total cost for each item across all purchase orders in a selected period. Use it to see which items you are buying most frequently and at what cost.

To generate this report:

  • Go to Reports from the left sidebar.
  • Select Payables from the Report Category list.
  • Click Purchase Order By Item.
  • Set a Date Range and any additional filters, then click Run Report.

This report includes the following columns:

  • P.O#: Reference number of the purchase order.
  • VENDOR NAME: Name of the vendor for the purchase order.
  • ITEM NAME: Name of the item ordered.
  • QUANTITY ORDERED: Total quantity of the item ordered.
  • QUANTITY CANCELLED: Quantity of the item cancelled from the order.
  • QUANTITY BILLED: Quantity for which a vendor bill has been raised.
  • AMOUNT: Total value of this item line in the purchase order.
  • BRANCH: Branch associated with the purchase order, if applicable.

Payable Summary

The Payable Summary report shows an aggregated view of all bills and vendor credits grouped by vendor or due date. Use it for period-end payables reconciliation and cashflow forecasting.

To generate this report:

  • Go to Reports from the left sidebar.
  • Select Payables from the Report Category list.
  • Click Payable Summary.
  • Set a Date Range and any additional filters, then click Run Report.

This report includes the following columns:

  • STATUS: Current status of the transaction (e.g., Open, Overdue, Paid).
  • DATE: Date of the bill or vendor credit.
  • TRANSACTION#: Reference number of the transaction.
  • VENDOR NAME: Name of the vendor associated with the transaction.
  • TRANSACTION TYPE: Type of transaction (e.g., Bill, Vendor Credit).
  • CUSTOMER NAME: Customer linked to the transaction, if applicable.
  • TOTAL (BCY): Total transaction amount in your base currency.
  • BALANCE (BCY): Outstanding unpaid balance in your base currency.

Payable Details

The Payable Details report shows each bill and vendor credit with their underlying line-item details - item name, quantity, and price. Use it to export a granular breakdown of outstanding payables for audit or reconciliation.

To generate this report:

  • Go to Reports from the left sidebar.
  • Select Payables from the Report Category list.
  • Click Payable Details.
  • Set a Date Range and any additional filters, then click Run Report.

This report includes the following columns:

  • STATUS: Current status of the transaction.
  • DATE: Date of the bill or vendor credit.
  • TRANSACTION#: Reference number of the transaction.
  • VENDOR NAME: Name of the vendor associated with the transaction.
  • TRANSACTION TYPE: Type of transaction (e.g., Bill, Vendor Credit).
  • ITEM NAME: Name of the line item within the transaction.
  • QUANTITY ORDERED: Quantity of the item ordered on the bill.
  • ITEM PRICE (BCY): Unit price of the item in your base currency.
  • ITEM AMOUNT (BCY): Total amount for this line item in your base currency.

Purchase Return Summary

The Purchase Return Summary report shows an aggregated view of all purchase returns for a selected period - including the total quantity returned and the value of returns per vendor. Use it to monitor return activity and understand how much stock has been sent back to suppliers.

To generate this report:

  • Go to Reports from the left sidebar.
  • Select Payables from the Report Category list.
  • Click Purchase Return Summary.
  • Set a Date Range and any additional filters, then click Run Report.

This report includes the following columns:

  • PURCHASE RETURN NUMBER: Unique reference number of the purchase return.
  • PURCHASE ORDER NUMBER: Reference number of the original purchase order.
  • DATE: Date on which the purchase return was created.
  • VENDOR NAME: Name of the vendor to whom items are being returned.
  • QUANTITY RETURNED: Total quantity of items returned.
  • AMOUNT RETURNED: Total value of items returned.
  • STATUS: Current status of the purchase return.
  • SHIPMENT STATUS: Status of the return shipment to the vendor.
  • REFUND STATUS: Status of the refund or vendor credit from the vendor.

Purchase Return Details

The Purchase Return Details report shows every individual purchase return transaction - the item, quantity returned, vendor, return date, and status. Use it to verify the details of specific returns or export for an audit.

To generate this report:

  • Go to Reports from the left sidebar.
  • Select Payables from the Report Category list.
  • Click Purchase Return Details.
  • Set a Date Range and any additional filters, then click Run Report.

This report includes the following columns:

  • PURCHASE RETURN NUMBER: Unique reference number of the purchase return.
  • PURCHASE ORDER NUMBER: Reference number of the original purchase order.
  • DATE: Date on which the purchase return was created.
  • VENDOR NAME: Name of the vendor to whom items are being returned.
  • ITEM NAME: Name of the item being returned.
  • QUANTITY RETURNED: Quantity of the item returned.
  • AMOUNT RETURNED: Total value of the returned items.

For active purchase order monitoring and expense reports, see Purchases and Expenses Reports.

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