Accounting & Bookkeeping · How-to guide

Use Accounts Payable ageing reports

Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.

Follow this guide to review unpaid supplier balances by age in summary and detailed bill or purchase-invoice views.

Audience: Accounts payable and finance staffFeature: Accounts Payable ageingModule v1.4.5

Jump to steps

Where to goAccounting → Reports → Accounts Payable Ageing Summary / Detail

Before you startThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Reports: View. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What you’ll accomplish

Review unpaid supplier balances by age in summary and detailed bill or purchase-invoice views. It forms part of Pixie CRM Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.

How it works

The module provides separate Accounts Payable Ageing Summary and Detail endpoints. Data can originate from Accounting bills and, when active, Purchase module transactions.

The ageing total should agree with the payable control account. Differences can arise from manual journals to control accounts, missing conversion or incorrect payment allocation.

Use vendor profiles and Pay Bills for operational follow-up.

Follow these steps

Run the Summary as of the review date.
Identify overdue bills, duplicate vendors and credit balances.
Go to Detail for material suppliers.
Compare bills, purchase invoices and payments.
Investigate unallocated or deleted payments.
Plan approved payment runs.
Reconcile the total to the accounts-payable control account.

Settings to check

Ageing bucketsGroup current and overdue liabilities.

Vendor summaryShows total outstanding by supplier.

DetailLists bills or supplier invoices, dates, due dates and remaining balances.

As-of dateControls ageing.

Payments, debit notes and refundsAdjust outstanding supplier balance when represented correctly.

Check it worked

After the action is saved, Pixie CRM keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.

Open the saved record and confirm its final status.
Review the source reference and every debit and credit line where ledger data was created.
Use the relevant register, ageing, reconciliation or report to verify the wider effect.

Common mistakes to avoid

Do not pay from the report without verifying source approval.
Use the same as-of date as the ledger.
Review supplier credits.
Protect vendor payment data.
Use the least destructive correction available and record the reason for material changes.
Do not bypass a permission, approval or closed-period control by changing unrelated data.

Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.

Browse connected topics:invoice payment reconciliation journal entry supplier bill vendor check report purchase approval mapping double-entry expense tax

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Use Accounts Payable ageing reports

What you’ll accomplish

How it works

Follow these steps

Settings to check

Check it worked

Common mistakes to avoid

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