BC-AP-RT7 AP Aging Summary by Vendors

Applies to

• Product version: Velixo NX
• ERP: Dynamics 365 Business Central
• Functional area: AP
• Plan: All
• Template type: Production Report template

TABLE OF CONTENTS

• Applies to
• Description
• Coverage
• Typical audience
• Features
• Preview
• Download this template
• Documentation
  • Filter
  • AP Transactions Detailed Report
  • AP Transactions source tables
  • AP Aging Summary Report
  • Control report
• User Guide
  • Using the report
• Version History

Description

The BC-AP-RT7 AP Aging Summary by Vendors provides a snapshot of the outstanding balances owed to vendors, categorized by aging bucket. It provides essential insights for managing cash flow, prioritizing payments, and maintaining healthy vendor relationships. By highlighting overdue invoices and aging status, the report aids in financial analysis, decision-making, and process improvement within the accounts payable function.

Coverage

This workbook includes the following sample reports:

• AP Aging Summary: the summarized report showing the AP transactions by aging buckets. This is in Pivot table format and charts are available as well for better visualization.
• AP Transactions: the detailed report showing the information for each of the AP transactions. Filters are available as well for to further drilldown the required data.
• Control: a control report that can be used to confirm that the data is accurate and balances.
• Invoice and Payment tabs: these tabs contain all AP transaction records in Dynamics 365 Business Central.
• Options: the report's setting sheet that is use for data validation lists and various lookup configuration. 
• Information: the information sheet of the report, used for storing useful details about the report such as: code, version, and article link in order to keep track of the origin of the report.

Typical audience

The typical users of this type of report are Finance professionals: Accountants, CFOs, Controllers 

Features

The following features are used by this report. To use this report, please ensure that your Velixo license includes all of them, (or contact Support or Sales):

• Financial functions
• List functions
• Query functions

Preview

Download this template

Template will be available for download soon

💡Having trouble downloading this file?

Simply right-click on the link and select Save Link As

Documentation

The BC-AP-RT7 AP Aging Summary by Vendor report offers a comprehensive overview of outstanding payables categorized by vendor accounts and aging periods. With a user-friendly interface, accessing the required information about accounts payable status requires minimal effort.

Filter

Located in the upper left of the AP Transactions sheet, the filters include:

• Vendor: giving users options to filter the data to a specific vendor only. 
• As of: a date field. The report will extract all open AR transactions as of the date specified on this field. If left blank, this is defaulted to current date.
• Aging by: will be the basis of the aging days calculations and transaction filtering. Users can select from Document date, Due date or Posting date.

These filters are seamlessly linked to the data on the Options tab:

AP Transactions Detailed Report

The report is created to gather all important basic information for an aging report. It is neatly organized in a table and includes these key details:

• Vendor
• Reference or Document number
• Dates
• Amount
• Dimensions

Note: The dimension list updates dynamically based on the number of dimensions configured in your instance. However, the template can process a maximum of 15 dimensions per company. If your instance includes more than 15 dimensions, please contact Velixo Support for assistance.

Additional details were added as well to aid users with the analysis:

• Due in days
• Aging bucket
• % of aging per customer
• % of aging per aging bucket

AP Transactions source tables

To accurately generate the AP Transactions tab, two tables have been created to represent Invoice and Payment AP transactions in the Dynamics 365 Business Central instance. The data in all of these tabs is filtered based on the parameters set in the AP Transactions sheet.

Invoice: contains all records that increase the Accounts Payable balance, such as invoices and finance charge memos.

Payment: contains all records that decrease the Accounts Receivable balance, such as payments, debit and credit memos.

AP Aging Summary Report

The summarized report is derived from the AP Transaction detailed report and is presented in a Pivot table format. It is categorized by aging bucket and displays various types of calculations. Users have the flexibility to customize the table accordingly based on their needs.

For user convenience in identifying how each transaction impacts Accounts Receivable within the Pivot Table, Velixo introduces the AP Impact Pivot Slicer. This feature allows users to filter the table by transaction effect, showing either records that increase AP (such as Invoices) or those that decrease AR (such as Payments and Credit Memos) in Dynamics 365 Business Central.

Charts are added as well to aid users in visualization of the data.

Control report

This tab provides a basic comparison between the Accounts Payable GL balance and the Aging Report balance. To use it, specify the corresponding GL account codes in cell B4.

User Guide

Using the report

Now that we've covered the report overview, let's dive into a step-by-step guide on effectively utilizing the report:

• Set the Connection Name on the Options sheet: crucial for all processes, set the Connection Name on the Options sheet by updating cell A2. Ensure it matches the name used during Velixo application login.

• Update the Options Sheet: As the foundation for filters on the AP transactions sheet, keep the Options sheet up to date. It should always and automatically capture the latest dimensions and structures from your Dynamics 365 Business Central instance.

• Velixo have set multiple aging bucket by default in columns C and D. However, user can always customize it to fit their requirements.

• Choose Desired Filters: after updating the Options sheet, select desired filters for the report:
  • Vendor
  • As of
  • Aging by

• Automatic report update: selecting any filter will automatically update the AP Transaction table

• Once everything is set on the filter and the AR transactions tab has been fully refreshed, go to the AP Aging Summary tab to refresh the Pivot table. Refreshing the Pivot table will automatically refresh the charts.

Important: it is essential to wait until Velixo has fully completed its calculations before refreshing the pivot table. By default, the pivot table is configured to retain deleted data in order to preserve the aging bucket layout. Refreshing the pivot table while Velixo is still calculating can cause incorrect values and may lead to errors such as #CALC!, #REF!, and #VALUE! appearing in the table.

Version History