The Bill Aging report shows how much you owe each supplier, split by how long their bills have been overdue. Bill Aging Details lists every unpaid bill, with its age, days overdue and balance. Use them to decide which suppliers to pay first and to spot bills that are already late.
Open the reports
Click Reports in the left menu. On the Standard tab, find Bill Aging and Bill Aging Details under Finance, or type the name in Search. They're only listed for Administrators and Finance Managers, and only while the Bills to Pay module is switched on. See Who can see them below.
Bill Aging: what you owe each supplier
Choose what to include
Set these options in the parameters panel, then click Preview.
- Report Currency: Base Currency (the default) converts every bill to your account currency at the exchange rate saved on the bill, so you get one set of totals and a chart. Customer Currency keeps each supplier's own currency and groups suppliers by currency, with a total for each. The option has the same name as in the invoice reports, but here it means the supplier's currency.
- As of Date: the date bills are aged against. Leave it empty to use today.
- Tax: Including Tax (the default), or Excluding Tax to take the tax share out of every amount.
Read the report
In Base Currency, the report is titled Bill Aging by Due Date, and the header shows your account currency and the As of Date. A By Aging Bucket chart shows each bucket's share of what you owe. The table then has one row per supplier you owe money to, with the most overdue suppliers first.
Column | What it shows |
|---|---|
Supplier Name | The supplier. Click the name to open Bill Aging Details for that supplier, with the same report currency, As of Date and tax setting. |
Current | Balances on bills that aren't overdue yet: due on or after the As of Date. |
1 - 15 days | Balances on bills 1 to 15 days past their due date. |
16 - 30 days | Balances 16 to 30 days past due. |
30+ days | Balances more than 30 days past due. |
Total Overdue | The three overdue columns added together. Current isn't included. |
Total Billed | The full amount of the supplier's bills that still have a balance, including any part already paid. |
% Overdue | Total Overdue as a percentage of Total Billed. |
A Total row at the bottom adds up each column. In Customer Currency, the report is titled Bill Aging by Supplier Currency and has no chart: the table gets a Currency column and a total for each currency.
What counts:
- Verified and partly paid bills that still have a balance, including late ones. Draft, void and fully paid bills are left out.
- Payments reduce a bill's balance once they're applied to it. A payment recorded under Bills to Pay › Payments but not yet applied to a bill isn't taken off.
Bill Aging Details: every unpaid bill
Open it from the Reports page, or click a supplier name in Bill Aging.
Choose what to include
- Supplier: one supplier, or leave it empty (Select...) to list every supplier. The list shows every company in your contacts, customers too. The report can open with a company already chosen, so check this box before you click Preview.
- Report Currency: Base Currency (the default) or Customer Currency, as in Bill Aging.
- Bill Status: one or more of Late, Partially Paid and Verified. Leave it empty to include them all. A bill counts as Late once today is past its due date and it's still verified or partly paid, whatever the As of Date. So Verified or Partially Paid on its own only lists bills that aren't due yet.
- Due Date Range: only include bills due in a period: This Week, This Month, Last Week, Last Month, Last 30 Days, Last 60 Days, Last 90 Days or Custom Date Range (the default).
- Start Date and End Date: filled in from the due date range. With Custom Date Range, leave both empty to include every due date.
- As of Date: the date used to work out each bill's age and days overdue. Leave it empty to use today.
- Tax: Including Tax (the default), or Excluding Tax.
Read the report
Bills are grouped by supplier, with the most overdue bills first. Each supplier has a Total, and the report ends with a Grand Total.
Column | What it shows |
|---|---|
Issue Date | The bill's issue date. |
Due Date | The bill's due date. |
Bill Number | Click it to open the bill in Avaza, for example to Record Payment. |
Bill Subject | The bill's subject. Shown in Base Currency only. |
Bills Age (days) | Days from the issue date to the As of Date. |
Overdue (days) | Days past the due date on the As of Date. A bill that isn't due yet has no overdue days. |
Bills Amount | The bill total. |
Balance | What you still owe, after the payments applied to the bill. |
The same bills count as in Bill Aging, and the balances are always today's: the As of Date changes the age and overdue days, not the balance.
In Customer Currency, amounts show each supplier's currency symbol. When the suppliers listed use more than one currency, the Grand Total shows NA, because the amounts can't be added together. Each supplier's Total is still there.
Tips
- Converted amounts look wrong? Base Currency uses the exchange rate saved on each bill. A bill in another currency shows its rate next to the currency while you create or edit it, with Edit Rate to change it. See how multiple currencies work.
- A bill in a different currency from its supplier is converted to the supplier's currency in Customer Currency, at a market rate Avaza saves with the bill.
- No data found? Check the Supplier, Bill Status and date boxes in Bill Aging Details. Leave them empty to see every unpaid bill.
- Ready to pay? Open the bill from its Bill Number and click Record Payment. To pay several bills with one transfer, see getting started with bills.
Save, schedule or export
Save either report to run it again with the same options, or share it with your team. See saving and sharing reports. On a paid plan, a saved report can be emailed on a schedule, for example every week before you pay your suppliers. Administrators can add other team members as subscribers. Leave As of Date empty in a saved report so each run is aged to the day it runs.
A saved Bill Aging Details report keeps the Start Date and End Date it was saved with, even with a preset such as Last 30 Days. To list every unpaid bill each time, save it with Custom Date Range and both dates empty.
To download a report as a PDF or spreadsheet, see exporting data.
Who can see them
Bill Aging and Bill Aging Details are finance reports, available to Administrators and Finance Managers. If you can't find them, ask an Administrator to add the Finance Manager role under Assign Roles on your contact record. See managing users and contacts.
They're also hidden from everyone while the Bills to Pay module is switched off. An Administrator can switch it on in Settings › General, under Enabled/Disabled Modules.