Outstanding Balances

Outstanding Balances

Outstanding Balances in EquiBillBook represent the amount you currently owe to suppliers for unpaid or partially paid purchase bills. Managing outstanding balances effectively is crucial for maintaining healthy supplier relationships, managing cash flow, and ensuring timely payments.

Understanding Outstanding Balances

Outstanding balances include:

• Unpaid purchase bills (fully due)
• Partially paid purchase bills (remaining amount due)
• Amounts due after considering all payments made
• Balances calculated as of a specific date
• Overdue amounts (past due date)
• Current amounts (not yet due)

Accessing Outstanding Balances

To view outstanding balances:

1. Navigate to the Suppliers module from the main menu
2. Click on "Outstanding Balances" or "Payables"
3. Alternatively, go to "Reports" → "Payables Reports" → "Outstanding Payables"
4. Select date filters to view balances as of a specific date
5. Apply supplier filters if you want to view balances for specific suppliers

Outstanding Balance View

The outstanding balance view displays comprehensive information:

Information Displayed:

• Supplier Name: Name of the supplier
• Supplier Code: Supplier reference code
• Total Outstanding: Total amount currently due to the supplier
• Number of Bills: Count of unpaid or partially paid bills
• Oldest Bill Date: Date of the oldest outstanding bill
• Due Date Breakdown: Amounts categorized by due date status
• Aging Categories: Amounts in different aging buckets
• Last Payment Date: Date of the most recent payment

Filtering Outstanding Balances

Use filters to analyze outstanding balances:

• Supplier Filter: View balances for specific supplier(s)
• As of Date: View balances as of a specific date (defaults to today)
• Status Filter: Filter by status (All, Due, Overdue, Current)
• Amount Range: Filter by outstanding amount range
• Aging Filter: Filter by aging category (Current, 0-30 days, 31-60 days, etc.)
• Branch Filter: Filter by branch/location (if using multi-branch)
• Search: Search for specific suppliers by name or code

Aging Analysis

Outstanding balances are categorized by age:

Aging Categories

• Current: Amounts not yet due (due date is in the future)
• 0-30 Days: Amounts due within 30 days or overdue up to 30 days
• 31-60 Days: Amounts overdue 31 to 60 days
• 61-90 Days: Amounts overdue 61 to 90 days
• 90+ Days: Amounts overdue more than 90 days

Understanding Aging

Aging is calculated based on:

• Due Date: Payment due date of the purchase bill
• Current Date: Date as of which the balance is calculated
• Days Overdue: Number of days past the due date

Detailed Balance View

Click on a supplier to view detailed outstanding balance breakdown:

Bill-Level Details

For each outstanding bill:

• Bill Number: Purchase bill reference number
• Bill Date: Date of the purchase bill
• Due Date: Payment due date
• Bill Amount: Total amount of the purchase bill
• Amount Paid: Total payments made against the bill
• Outstanding Amount: Remaining amount due
• Days Overdue: Number of days past due date (if overdue)
• Status: Due, Overdue, or Current

Outstanding Balance Summary

The view typically shows summary information:

• Total Outstanding: Total amount due to all suppliers
• Number of Suppliers: Count of suppliers with outstanding balances
• Number of Bills: Total count of outstanding bills
• Total by Aging: Breakdown of total outstanding by aging categories
• Current Amount: Total amount not yet due
• Overdue Amount: Total amount past due date
• Average Days Overdue: Average number of days past due

Using Outstanding Balances for Payment Planning

1. Prioritize Payments

Use outstanding balances to prioritize:

• Focus on overdue amounts first
• Prioritize suppliers with large outstanding balances
• Consider payment terms and relationships
• Plan payments based on due dates

2. Cash Flow Management

Plan cash flow requirements:

• Estimate payment requirements for upcoming periods
• Identify peak payment periods
• Plan cash reserves for outstanding payables
• Forecast payment obligations

3. Supplier Relationship Management

Maintain healthy supplier relationships:

• Identify suppliers with long-overdue balances
• Communicate payment schedules
• Negotiate payment terms if needed
• Ensure timely payments to maintain credit terms

Exporting Outstanding Balance Reports

Export outstanding balance data for analysis:

• Export to Excel: Download balances in Excel format for further analysis
• Export to CSV: Export data in CSV format for import into other systems
• Export to PDF: Generate PDF reports for printing or sharing
• Print: Print outstanding balance reports directly from the system

Outstanding Balance Alerts

Set up alerts and notifications:

• Overdue Alerts: Get notified when bills become overdue
• Due Date Reminders: Reminders before due dates
• High Balance Alerts: Alerts for suppliers with high outstanding balances
• Aging Alerts: Alerts for balances in specific aging categories

Reconciling Outstanding Balances

Ensure accuracy of outstanding balances:

• Review outstanding balances regularly
• Verify balances match supplier statements
• Check for any discrepancies
• Update balances if payments are recorded incorrectly
• Resolve any mismatches promptly

Best Practices for Managing Outstanding Balances

• Review outstanding balances regularly (weekly or monthly)
• Monitor aging to identify overdue amounts early
• Prioritize payments based on due dates and aging
• Maintain communication with suppliers about payment schedules
• Use outstanding balance reports for cash flow planning
• Set up payment reminders to avoid overdue amounts
• Reconcile outstanding balances with supplier statements
• Export and archive balance reports for record-keeping
• Track outstanding balances over time to identify trends
• Address long-overdue balances promptly

Related Articles

Learn more about:

• Viewing Supplier Transactions
• Supplier Aging Reports
• Supplier Statement Generation
• Recording Supplier Payments
• Supplier Payment Reports

Effectively managing outstanding balances is essential for maintaining accurate accounts payable, managing cash flow, and building strong supplier relationships. EquiBillBook provides comprehensive tools to track, analyze, and manage outstanding supplier balances efficiently.