Module 3 · Core · 9 min read

Statements, ageing and what you owe

You will be able to: Produce a supplier statement and a bill-wise list; Read a payables ageing report and bucket a bill by days overdue; Know the limits of the Outstanding column and the ageing report; Use the goods-received-not-invoiced and purchase registers.

  • Read not done yet
  • Self-check: not taken not done yet
  • Lesson complete not done yet

Payables are what you owe suppliers. Zeyto gives several views of them, and each answers a different question. All are read-only reports under Reports.

The Aging report with Side set to Payables showing, for each supplier, the bills not yet due and those 1 to 30, 31 to 60, 61 to 90 and over 90 days late.

Reports, Aging with Side set to Payables: what you owe and how late it is.

Reports, Aging with Side set to Payables: what you owe and how late it is.

Supplier statement

Party Statement shows the ledger of one supplier for a period: the opening balance, every posting with a running balance, and a bill-wise view. Set Party type to Supplier (AP), pick the party, and set From and To. For a supplier a plus balance means you owe them. Press Bill-wise to list the invoices still open at the To date, with Invoiced, Settled, Outstanding and days Overdue. Export PDF or XLSX, or use WhatsApp PDF, which prepares the file and message but sends nothing by itself.

The Outstanding Supplier bill-wise report listing each open supplier bill with its due date and outstanding amount.

Reports, Outstanding, Supplier: every unpaid bill.

Reports, Outstanding, Supplier: every unpaid bill.

Outstanding by bill

The Outstanding, Supplier (bill-wise) report is your payment-run worklist. Each row is a purchase invoice with something left to pay, with Due, Paid, Balance, Days Overdue and Aging. Group by Aging to see the bucket subtotals. The due date is the invoice date plus the days of its payment term.

Ageing

The Aging report (Side set to Payables) gives one row per supplier with unpaid purchase invoices split into Not Due, 0-30, 31-60, 61-90 and 90+ days past the due date. You can change the bucket size to 7, 15, 30 or 60 days and set an As on date to see the books as they stood then.

Bucketing three billsToday is 30 November. Bill A for AED 1,000 was due 20 November: 10 days late, so it falls in 0-30. Bill B for 2,000 was due 15 October: 46 days late, so 31-60. Bill C for 500 is due 10 December: Not Due. The supplier row shows Not Due 500, 0-30 1,000, 31-60 2,000 and Total 3,500.
Watch outKnow the limits. In the bill-wise Outstanding reports, a bill not yet due appears in 0-30, while the Aging report puts it in Not Due. Money paid on the invoice form itself, or an advance applied, may not be counted as Paid, so such a bill can show more than you really owe. Payments not allocated to a bill are not taken off any bill. Aging counts only purchase invoices: opening balances and manual journals to Payables are missing there but present in Party Balance Summary. When in doubt, trust the supplier's balance on the Party Statement.

Other useful registers

  • Goods Received Not Invoiced: deliveries still waiting for a bill.
  • Pending Purchase Orders: orders with goods yet to arrive.
  • Purchase Register and Purchase Return Register: every document in a period.
  • Reorder Report: items at or below reorder level, with the last supplier and rate.

In the Purchase Invoices list itself, the chips above the list (Unpaid, Partial, Overdue, Paid) and the Outstanding and Payment columns give a quick view; to pay a bill use Accounting, Payments.

TipBefore a payment run, open the bill-wise report, group by Aging and pay the oldest first. Then check the supplier's Party Statement to confirm the balance.

Try it in the demo

  1. Open demo.zeyto.app/demo-app/ and sign in with the public demo user (admin, password demoAdmin123).
  2. Open Reports and search for Party Statement; set Party type to Supplier (AP) and pick a supplier.
  3. Press Bill-wise and then Running balance to see both views.
  4. Open the Aging report, set Side to Payables and press Run.
  5. Open Outstanding, Supplier (bill-wise) and Group by Aging.
Open the live demo

Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.

Key takeaways
  • Party Statement is the supplier's ledger; bill-wise shows open invoices.
  • Ageing buckets count days past the due date.
  • Bill-wise Outstanding and Aging treat not-yet-due bills differently.
  • Check the statement balance when reports disagree.

Check yourself

4 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.

1. Which report is described as the payment-run worklist, listing each unpaid purchase invoice with days overdue?

2. In the Aging report a bill not yet due appears under Not Due, while the bill-wise Outstanding reports place it in 0-30.

3. A bill is due 15 October. Today is 30 November. In the default 30-day buckets, where does it fall in the Aging report?

4. A supplier bill is paid partly on the invoice form itself. Which limitation can appear in the Outstanding, Supplier report?

Previous: Returning goods and debit notesNext: Items: the products you buy, sell and count

Practice questions for this module · Printable study sheet