Vendor Detail & Aging
Everything on the vendor detail page — payable, overdue, activities, ledger, and the statement — and where bucketed aging lives.
The vendor detail page is the operational hub for a single vendor relationship. It surfaces the current payable, how much of it is overdue, unapplied payments, lifetime figures, every document by stage, and the full ledger — all in one place. Finance teams use it daily for AP management and reconciliation.
Navigate to: Procurement → Vendors → click any vendor name
Page Elements
| Element | Location | What It Shows |
|---|---|---|
| Vendor name | Page header | The header is deliberately thin: the name and one More menu. |
| More menu | Page header | Edit details · New bill · New payment · New debit note. |
| Payable | Overview | The closing balance of the vendor statement as at today — or as at the date you pick in the As-at date picker beside the tabs. |
| Overdue | Overview | How much of the payable is past due, with the document count and the amount not yet due. Shown in red; hidden when nothing is overdue. |
| Unapplied payments | Overview | Cash paid to this vendor that is not yet allocated to bills. Shown when any exists; the auto-matcher applies it in the background. |
| Credit available / Over credit limit by | Overview | Shown when the vendor has a Credit Limit on their record. |
| Purchases to date · Tax to date · Payments & debits | Overview | Lifetime totals from the ledger-derived party balance producer — the same source the Vendors list reads. |
| Vendor details | Overview | Email, Phone, Address, Tax ID, Payment terms, Credit limit, Currency, Location, Last activity, Website. |
| View statement | Overview | Opens the vendor statement of account for any period. |
| Overpayment alert | Overview | "You have overpaid this vendor by …" when the balance is in your favour; a credit-limit alert when exposure exceeds the limit. |
Where Aging Lives
The vendor page shows one overdue figure, not a bucket ladder. Bucketed AP aging is a report: Reporting → Payables Aging (the Vendors list links to it as Payables aging).
| Bucket | Definition | Recommended Action |
|---|---|---|
| 1-30 Days | Bills up to 30 days old, including today's. | Monitor. Schedule payment before the due date. |
| 31-60 Days | Bills 31 to 60 days old. | Follow up with your payments team. |
| 61-90 Days | Bills 61 to 90 days old. | Escalate to management. Vendor relationship may be at risk. |
| 90+ Days | More than 90 days old. | Immediate action required. Vendor may suspend supply. |
The buckets sum to the vendor's open items, and every open document appears in exactly one bucket. Custom bucket edges can be chosen on the report.
The aging report measures age from the bill date — the document's own date — not the due date and not the date it was entered. A bill dated 1 March is 30 days old on 31 March whatever its terms. The Age column on the vendor's Activities tab is different: it reads against the due date ("17d overdue", "in 23d", "Due today", "Settled") so you can see what needs paying next.
Activities Tab
The Activities tab lists every document for this vendor, one stage at a time. Stages with no documents are hidden.
| Stage | Documents |
|---|---|
| Orders | Purchase orders |
| Goods received | Goods received notes |
| Bills | Bills — filter by status: Overdue, Unpaid, Partly paid, Paid |
| Payments | Payment vouchers — filter by status: Unmatched, Partly matched, Matched |
| Returns & debits | Debit notes and vendor refunds |
| Cash purchases | Expenses recorded against this vendor |
| Communication | Everything sent to this vendor: Sent, Channel, Document, To, Sent by, Status |
Columns: Number (with a Possible duplicate badge where one is detected), Date, Due and Age (when the stage has due dates), Status, Total, Outstanding. Search within the stage, pick columns, and page through 50 at a time.
Ledger Tab
The Ledger tab shows every journal line that touches this vendor — the raw accounting view of the relationship.
Columns: Post date, Code (when your accounts have codes), Account, Debit, Credit. A period picker and a search box narrow the lines; the strip above shows Lines, Total debit and Total credit for the filtered set — labelled "(filtered)" so they are never mistaken for the vendor's balance. There is no running balance here; use the statement for that.
The Ledger is useful for investigating unexpected AP movements, matching individual journal lines to source documents, and auditing manual journals.
Statement
Click View statement on the Overview tab. The statement is the vendor's Statement of Account — the document used for AP reconciliation and for sharing with the vendor to confirm the balance they show on their side.
Period: a period picker with presets or a custom range. Beginning to Present shows the full history.
Summary figures:
| Figure | Calculation |
|---|---|
| Opening balance | The ledger balance the day before the period starts (0 for a full-history statement) |
| Total Charges | Everything that increased what you owe within the period — bills, opening balances, charge-side journals |
| Total Payments | Everything that reduced it — payment vouchers, debit notes, vendor refunds, write-offs |
| Closing balance | Opening balance + Total Charges − Total Payments — the amount owed at the end of the period |
Table columns: Date, Description, Type, Charges, Payments, Balance. An Opening balance row appears at the top.
Export: CSV, Excel, or PDF.
Send the vendor statement PDF to your vendor every month as part of AP reconciliation. Ask them to confirm the balance matches their receivable. Discrepancies almost always fall into one of four categories: timing differences, unrecorded debit notes, unapplied payments, or an error on either side. Regular statement sharing catches issues early.
Reconcile and Rewards Tabs
Reconcile lets you upload the vendor's own ledger export and compare it line by line against yours. Rewards applies to customers only and is inert on a vendor.
Related
- Creating the record: Creating a vendor.
- The reconciliation document: Vendor statements.
- Where a migrated balance comes from: Vendor opening balances.
- Settling what the page shows as overdue: Manual payment.