A/P Aging Summary
This guide explains the A/P Aging Summary report of MyCloudBook: how to open it, how the open bills of each supplier are split by their age, how to change the periods, and how to print the report or download it as an Excel file.
Overview
The A/P Aging Summary shows how much the company owes each supplier and how long the money has been due. A/P stands for Accounts Payable: the money that the company owes for the bills of its suppliers. The report has one row for each supplier with open bills, and one column for each age period.
The first column, Current, holds the bills that are not past their due date. The next columns hold the bills that are 1 to 30, 31 to 60, or 61 to 90 days past due, and the last column holds the bills that are more than 90 days past due. The company uses the report to plan its payments and to pay the oldest bills first.
The A/P Aging Details report lists the same bills one by one.
How to open the report
- In the left navigation, click Reports. The Reports tab lists the reports in four groups.
- In the group Aging Reports, double click A/P Aging Summary.
- The report opens in its own tab and is created at once with the default settings. When the tab is open already, it becomes the active tab and keeps its settings.
A report tab can be closed with its x. The next double click opens the report again with the default settings.
- 1The Reports tab. It is always the first tab of the Reports page.
- 2Standard Accounting Reports: Trial Balance, Balance Sheet, Income Statement, and Cash Flow Statement. A click on the title of a group hides or shows its reports.
- 3Aging Reports: A/R Aging Summary, A/R Aging Details, A/P Aging Summary, and A/P Aging Details.
- 4Sales Reports: Sales Summary.
- 5Tax Reports: Sales Tax Liability.
- 6A report, here Trial Balance. A double click opens it.
The report screen
The report screen has two parts. The center shows the report as a Portable Document Format (PDF) document in the PDF viewer of the browser. The Report Setting panel at the right holds the settings of the report. After a change of the settings, click Reload to create the report again. The arrow in the header of the panel hides the panel, so the report gets more room.
The example shows the company Bright Bean Coffee Co. with the As Of date Oct 16, 2026 and the default periods.
- 1The A/P Aging Summary tab. The x closes it.
- 2The download and print buttons of the PDF viewer of the browser.
- 3The title of the report, A/P AGING SUMMARY, the As Of date, and the name of the company.
- 4The periods Current, 1 - 30, 31 - 60, 61 - 90, and 91 and over, and the column Total.
- 5One row for each supplier with open bills. Each cell shows the open balance of the supplier in the period.
- 6Total. The open balance of all suppliers in each period. The last cell, 3,364.00, is the open balance of all bills.
- 7Report Setting. The panel with the settings of the report.
- 8As Of. The day of the report. It starts with today.
- 9Days Per Period. The length of each past-due period in days. It starts with 30.
- 10Number Of Periods. The number of past-due periods. It starts with 4.
- 11Supplier. One supplier, or empty for every supplier. The x empties the field.
- 12Reload. Creates the report again with the settings of the panel.
- 13Download Excel. Downloads the report as the Excel file A_P Aging Summary.xlsx.
The settings
| Field | Required | Purpose and rules |
|---|---|---|
| As Of | Required | The day of the report. The report lists the open bills that are dated on or before this day, and it computes the age of each bill on this day. |
| Days Per Period | Required | The number of days of each past-due period, for example 30. |
| Number Of Periods | Required | The number of past-due periods, for example 4. The last past-due period has no end. The period Current is added to these periods. |
| Supplier | Optional | One supplier, or empty for every supplier. The list shows the active suppliers with their balance. Type a part of the name to filter the list, and click a supplier to select it. The x empties the field. |
How to read the report
| Part | How MyCloudBook computes it |
|---|---|
| Bills | The bills that are not fully paid and are dated on or before the As Of date. A partly paid bill counts with the part that is still open. |
| Other purchase documents | An expense is paid at once, so it is never in the report. Draft bills, draft expenses, and purchase orders are not counted. |
| Open balance | The total of a bill minus the bill payments that are applied to it. |
| Period | The age of the bill on the As Of date, counted from its due date. |
| Supplier rows | One row for each supplier with at least one open bill. A supplier without an open bill has no row. |
| Total column | The open balance of the supplier in all periods. |
| Total row | The sum of the suppliers in each period. |
| Empty cell | The supplier has no open balance in this period. |
In the example, the company owes 2,930.00 to Metro Equipment Supply. Of this amount, 2,490.00 is not due yet, and 440.00 is 1 to 30 days past due. The bills of Coastal Dairy Co. and Signage Pro Printing are not due yet. The 440.00 is the first amount to pay.
To see the bills behind an amount, open the A/P Aging Details report with the same As Of date and select the supplier in Supplier.
The periods
The age of a bill is counted from its due date. On the As Of date, a bill that is due on that day or later is in the period Current. A bill that is past its due date is in one of the past-due periods. Days Per Period sets the length of each past-due period, and Number Of Periods sets the number of past-due periods. The last past-due period has no end.
| Days Per Period and Number Of Periods | Periods of the report |
|---|---|
| 30 and 4 (the default) | Current, 1 - 30, 31 - 60, 61 - 90, 91 and over |
| 15 and 2 | Current, 1 - 15, 16 and over |
| 7 and 4 | Current, 1 - 7, 8 - 14, 15 - 21, 22 and over |
| 30 and 1 | Current, 1 and over |
In the summary reports, the periods are columns, for example 1 - 30 and 91 and over. In the details reports, the periods are groups of rows, for example 1 - 30 days past due and 91 or more days past due. Change the settings and click Reload to see the new periods.
A later As Of date shows how the open bills will age if they stay unpaid. For example, with the last day of the month, the report shows which bills will be past due at the end of the month.
Printing and Excel
- To print the report, click the print button of the PDF viewer. To keep it as a PDF file, click the download button of the PDF viewer.
- To work with the figures in a spreadsheet, click Download Excel. MyCloudBook creates the report with the settings of the panel and downloads it as A_P Aging Summary.xlsx. The Excel file has the same rows, a header that stays visible, and a print setup with page numbers.
- The report shows the posted data at the moment of the Reload. After new documents are saved, click Reload again.
Messages and their meaning
Questions and answers
What does the A/P Aging Summary show?
The open balance of each supplier, split by the age of the bills. The column Current holds the bills that are not past their due date, and the other columns hold the bills that are past due.
How is the age of a bill computed?
From the due date of the bill to the As Of date. A bill that is due on the As Of date or later is in Current. A bill that is 10 days past its due date is in 1 - 30.
Which bills are in the report?
The bills that are not fully paid and are dated on or before the As Of date. A partly paid bill counts with its open part. Expenses, draft bills, and purchase orders are not in the report.
How do I change the periods?
Change Days Per Period and Number Of Periods, and click Reload. For example, 15 and 2 give the periods Current, 1 - 15, and 16 and over.
How do I see the bills of one supplier?
Open the A/P Aging Details report, select the supplier in Supplier, and click Reload. The report lists the open bills of the supplier one by one.