Accounts Payable Summary

Accounts Payable Summary

Accounts Payable Summary provides a comprehensive overview of all amounts your business owes to suppliers and vendors. This report helps you track outstanding payables, monitor payment obligations, and manage cash flow effectively.

What is Accounts Payable Summary?

Accounts Payable Summary provides:

• Total outstanding amount payable to all suppliers
• Breakdown by supplier
• Payment due dates and overdue amounts
• Payment status overview
• Total payables by aging period
• Payment trends and patterns

Why Accounts Payable Summary is Important

This report helps you:

• Track total outstanding payables
• Monitor payment obligations
• Plan cash flow and payment schedules
• Identify overdue payments
• Manage supplier relationships
• Ensure timely payments
• Maintain good credit standing
• Optimize working capital

Accessing Accounts Payable Summary

To view Accounts Payable Summary:

1. Navigate to Reports → Payables Reports
2. Select Accounts Payable Summary
3. Set the date range or as-of date
4. Apply filters if needed (supplier, location, status)
5. Generate the report

Accounts Payable Summary Information

The report typically displays:

• Total Payables: Grand total of all outstanding amounts
• Number of Suppliers: Count of suppliers with outstanding balances
• Number of Bills: Total unpaid purchase bills
• Total Overdue: Amount past due date
• Total Due Soon: Amount due within next 30 days
• Total Not Due: Amount not yet due
• Payables by Supplier: Breakdown showing each supplier's outstanding
• Payables by Aging: Categorized by age (0-30, 31-60, 61-90, 90+ days)
• Payables by Location: Outstanding amounts by branch/location
• Payment Status: Paid, partial, or unpaid breakdown

Filtering Accounts Payable Summary

You can filter reports by:

• As-of Date: View payables as of a specific date
• Supplier: Filter by specific suppliers
• Location/Branch: Filter by business location
• Payment Status: All, unpaid, partial, or overdue
• Aging Period: Filter by aging buckets
• Supplier Category: Filter by supplier categories
• Amount Range: Filter by payable amount range

Payables by Aging Period

Current (0-30 days)

Amounts due within 30 days:

• Not yet overdue
• Requires attention for payment planning
• Helps manage short-term cash flow

31-60 Days

Amounts overdue by 31-60 days:

• Requires immediate attention
• May affect supplier relationships
• Plan payment priority

61-90 Days

Amounts overdue by 61-90 days:

• Critical payment status
• May impact credit terms
• Requires urgent payment planning

Over 90 Days

Amounts overdue by more than 90 days:

• Highly overdue
• May require special arrangements
• Could affect future credit terms

Payables by Supplier

Supplier-wise breakdown shows:

• Each supplier's total outstanding
• Number of unpaid bills per supplier
• Oldest bill date
• Payment terms
• Aging breakdown per supplier
• Contact information

Payables by Location

For multi-location businesses:

• View payables by branch or location
• Compare outstanding across locations
• Allocate payment budgets by location
• Location-specific payment management

Key Metrics in Accounts Payable Summary

• Total Payables: Overall outstanding amount
• Average Payable per Supplier: Average outstanding per supplier
• Overdue Percentage: Percentage of total that is overdue
• Days Payable Outstanding (DPO): Average days to pay
• Payment Coverage: Cash available vs. payables
• Supplier Concentration: Top suppliers by outstanding
• Payment Trend: Increase or decrease in payables

Using Accounts Payable Summary for Decision Making

Cash Flow Planning

Use reports to:

• Plan payment schedules
• Allocate cash for payments
• Prioritize payments by due date
• Manage working capital

Supplier Relationship Management

Use reports to:

• Maintain good payment records
• Negotiate better payment terms
• Identify key suppliers
• Manage supplier relationships

Payment Prioritization

Use reports to:

• Prioritize overdue payments
• Plan payment sequence
• Manage payment deadlines
• Avoid late payment penalties

Exporting Accounts Payable Summary

You can export reports:

• Export to Excel for detailed analysis
• Export to PDF for sharing with management
• Schedule automated summary reports
• Share with finance team or accountants

Best Practices

• Review accounts payable summary regularly (weekly or monthly)
• Monitor aging analysis to identify overdue amounts
• Prioritize payments based on due dates and supplier importance
• Maintain good payment records for supplier relationships
• Set up payment reminders for upcoming due dates
• Track payment trends over time
• Reconcile payables with supplier statements
• Document payment plans for large outstanding amounts

Accounts Payable vs. Detailed Reports

Summary reports complement detailed reports:

• Summary: High-level overview and totals
• Detailed: Bill-by-bill breakdown
• Use summary for quick insights
• Drill down to detailed reports for specific bills

Need Help?

If you have issues with Accounts Payable Summary:

• Ensure purchase bills are properly recorded
• Verify payment entries are correctly recorded
• Check that dates and amounts are accurate
• Ensure proper access permissions
• Contact support if data seems incorrect

Related Articles

Learn more about:

• Supplier Outstanding Reports
• Aging Analysis (Payables)
• Payment Reports (Payables)
• Recording Supplier Payments
• Payment Reconciliation (Suppliers)

Accounts Payable Summary is an essential tool for managing your payment obligations. Regular review helps maintain good supplier relationships, optimize cash flow, and ensure timely payments.