Creditor Report Applet
Purpose and Overview
The Creditor Report Applet gives your finance team a single place to see everything related to money your company owes to suppliers. Instead of hunting through spreadsheets or multiple systems, all your creditor reports are here — from checking what invoices are still unpaid, to seeing how long balances have been sitting, to pulling a full statement for any supplier.
Video Overview
The walkthrough follows the same flows as this guide: Outstanding Document Report (today’s balances), Aging Report, Statement of Account, Historical reports, and the AP & payment reports.
Who Benefits from This Applet?
Accounts Payable (AP) Team:
- Quickly see which supplier invoices are still unpaid
- Track documents by supplier without exporting to Excel
- Print document details for payment processing
Finance Controllers & Managers:
- Get a full aging picture — know exactly how long balances have been outstanding
- Pull a Statement of Account for any supplier at any time
- Monitor historical trends to spot payment pattern issues
Audit & Compliance:
- Drill into any transaction for full document details
- Export reports as evidence for audits
- Access a complete historical record of all AP activity
Senior Management:
- High-level view of total outstanding payables
- Understand company’s payment exposure at a glance
What Problems Does This Solve?
Before this applet, AP teams typically had to:
- Manually compile aging schedules in spreadsheets
- Call suppliers to reconcile statements
- Dig through multiple screens to find one document’s payment history
- Produce inconsistent reports depending on who ran them
With this applet, you get:
- All reports in one sidebar — no switching between modules
- Drill-down capability — click any row to see the full document detail
- Consistent defaults — set your preferred branch and location once, and every report uses it
- Export & print ready — PDF and Excel output built into every report
Key Features Overview
Quick Start Guide
AP Analyst: Check Unpaid Invoices
Goal: Find all outstanding supplier documents quickly.
- Click Outstanding Document Report in the sidebar
- Use the filters at the top (for example Entity, Supplier Category, Company, Branch, or Currency), then click Search
- Review the list: each row shows balances and, when the system has them, GRN and PO references. This screen is as of today — there is no date range here; everything listed is still unpaid right now
- Click any row to open the full document — review the Details, Settlement, and Line Items tabs
- Click PRINT to generate a printable copy
Pro Tip: The Settlement tab shows you which payments have already been applied against this invoice.
Need a past period? Use Statement of Account after you pick a supplier, then set Month From / Month To on the statement tab.
Finance Executive: Review Aging
Goal: Understand how long your payables have been outstanding.
- Click Aging Report in the sidebar
- Choose Company first (this is how most teams scope the list), then optionally pick one supplier or leave Entity empty to include all suppliers. Click Search. If you search by keyword, enter at least three characters
- Read the grid: scroll sideways to see every time bucket column. Where rows are grouped by supplier, use expand or collapse to show or hide the lines under each supplier
- Click a supplier row to open Aging Report Transactions
- Review the Main tab for aging bucket breakdown and Outstanding Docs tab for the underlying documents
- Use EXPORT in the header to download the data
Finance Controller: Pull a Supplier Statement
Goal: Get a full statement of account for any supplier.
- Click Statement of Account in the sidebar
- Set filters at the top (for example Entity, Company, Branch if shown), then click Search. If you search by keyword, enter at least three characters
- The first grid is a supplier summary — click a supplier row to open Entity Report Transactions
- Open the Transaction Docs tab to see all movements, or the Statement Of Account tab for the formatted run. On Statement Of Account, set Month From and Month To, click Search, then read opening balance, each line, and closing balance (money in and out). Use Export to PDF when you need a file
- Open the Aging tab for an aging-style view for that supplier: set Month To only, click Search, then Export to PDF if you need a copy (Month From is not used on this tab)
Audit User: Trace Historical Transactions
Goal: Look at the AP position as it was in a past month (not “today”).
- Click Historical Transaction Aging Analysis Report in the sidebar
- Set As Of Date (pick the month you want), plus Company, Entity, Branch, or other filters your team uses, then click Search
- Click any row to open View Document — check Details, Settlement, and Line Items
- For a supplier-level summary for the same kind of “as of” month, open Historical Creditor Report instead, set As Of Date and filters, then Search
Why two historical reports? The transaction aging view is line-by-line for audits. The historical creditor view is a shorter balance per supplier. A document can still look outstanding in an older month even if something newer was created later—the report shows what was owed back then, which helps tie numbers to month-end or balance-sheet work.
Reports in Detail
Outstanding Document Report
This is your go-to report for daily AP monitoring. It lists every supplier document (invoices, debit notes, and so on) that still has an open balance as of today. There is no calendar date range on this screen—if you need a statement for a past month, use Statement of Account instead.
| What you can do | How |
|---|---|
| See all unpaid supplier documents | Set filters at the top (supplier, category, company, branch, currency as needed) → click Search |
| See balance and linked order references on the list | Stay on the listing—check balance and GRN / PO columns when they appear |
| Drill into a document | Click any row → View Outstanding Document |
| Review payment history on a doc | Open the Settlement tab |
| Print the document | Click PRINT in the detail header |
Available detail tabs: Details · Account · Line Items · Settlement · Contra · Delivery Details · Department · Doc Link
Aging Report
The Aging Report answers one key question: “How old is our money owed to suppliers?” It groups outstanding amounts into time buckets — so you can see at a glance if most of your payables are current (0–30 days) or overdue (90+ days). Like the outstanding list, it reflects balances through today; bucket labels follow your Field Settings (Day or Month ranges).
| What you can do | How |
|---|---|
| Load the aging grid | Open Aging Report → pick Company, then narrow with Entity (supplier), Supplier Category, or keyword if needed → click Search |
| Read all bucket columns | Scroll horizontally across the grid |
| Work with supplier groups | Use expand / collapse on grouped supplier rows to show or hide detail lines |
| See individual transactions behind a bucket | Click a row → Aging Report Transactions → Outstanding Docs tab |
| Export the aging data | Click EXPORT in the detail header |
Statement of Account
Think of this like a bank statement — but for a supplier. You start from a supplier summary list; after you open a supplier, you can switch between transaction lines, a formatted statement, and an aging view for that supplier.
| What you can do | How |
|---|---|
| Find suppliers | Open Statement of Account from the left menu → set filters → click Search |
| See the summary list | Stay on the first grid—one row per supplier with headline figures |
| See every movement | Click a supplier row → Transaction Docs tab |
| See a formal statement with balances | Open Statement Of Account tab → set Month From and Month To → click Search → read opening balance, lines, and closing balance → Export to PDF if needed |
| See aging for that supplier only | Open the Aging tab → set Month To (this tab does not use Month From) → click Search → Export to PDF if needed |
Historical Reports
Use these when you need balances or aging as of a past month, not “today.”
Shared workflow: Open the report from the left menu → set As Of Date (pick the month) and the other filters shown on that screen (for example Company, Entity, Branch, Currency on the transaction report) → click Search → click rows to open document detail when you need to drill down.
Historical Transaction Aging Analysis Report
- Line-level aging and documents for the month you pick—best for audits and tracing what was still open then
- A document can appear outstanding in an older month even if related paperwork was created later—the grid reflects what was owed in that historical month
Historical Creditor Report
- Summary balance per supplier for the same As Of Date idea—best when you want a short comparison across months
- Use Outstanding Only on that screen when you want the list limited to suppliers that still had an open balance in that month
- When you use the same month and matching filters as the transaction aging report, the totals should line up; one view is detail, the other is the headline balance
AP & Payment Reports
Three reports focused on payment activity and invoice settlement. Open each one from the left menu using the names below.
| What you can do | How |
|---|---|
| See AP activity between two dates | Open AP Transaction Report → choose Company (required) → set Transaction Date from and to → optional Entity / Branch / Sort by → click Search. Rows group by supplier—expand a supplier to see each line; the Balance column walks through your dates so you can see the position before your start date and through the end date |
| See which invoices a payment cleared | Open Payment Details with Purchase Invoice → click Search → read each line: it shows the payment and the purchase invoice (or similar document) it settled—helpful when one payment covers several invoices or when a debit note reduced an invoice |
| See settlement lines per purchase invoice | Open Purchase Invoice with Settlement Details → choose Branch and Transaction Date range → optional Entity → click Search. By default the list focuses on invoices with settlement; tick Show purchase invoice without settlement details if you also need invoices that do not yet have settlement lines |
Configuration & Settings
Field Settings
These options apply to everyone who uses the applet. Go to Settings → Field Settings, adjust the table below, then click SAVE.
| Setting | What it does |
|---|---|
| Aging Period Type | Choose Month (default) to group aging by calendar month, or Day to group by number of days |
| Document Types to Exclude | Hide selected document types from creditor reports |
Default Selection (Applet-Wide)
Go to Settings → Default Selection. Set default filters that apply to all users when they open a report.
- Default Branch — pre-select a branch so users don’t have to pick one every time
- Default Location — same as above for location
- Details Tab Ordering — changes the order of tabs when you open a document from Outstanding Document Report (for example Details, Settlement, Line Items). Click and hold a tab name, drag it left or right, then release. Click SAVE when you are done
Printable Format Settings
Upload custom print templates for reports. Use the Upload File(s) button to add a template, and manage existing ones from the list.
Personal Default Selection
Each user can set their own preferred Branch and Location defaults. These override the applet-wide defaults for that user only. Go to Personalization → Default Selection and click SAVE.
Glossary
New to AP terminology? Here’s what the key terms mean in plain English.
| Term | What it means |
|---|---|
| Creditor | A supplier or vendor that your company owes money to. When you buy goods or services on credit, the supplier becomes a creditor. |
| Accounts Payable (AP) | The total money your company owes to suppliers for purchases already made but not yet paid for. |
| Outstanding Document | Any invoice, debit note, or other document from a supplier that hasn’t been fully paid or matched with a payment yet. |
| Aging / Aging Analysis | A breakdown of outstanding amounts grouped by how long they’ve been unpaid — e.g., 0–30 days, 31–60 days, 61–90 days, 90+ days. The older the bucket, the more overdue the payment. |
| Aging Period | The unit used to define aging buckets. Set to Month (groups Jan, Feb, etc.) or Day (groups 1–30, 31–60, etc.). |
| Statement of Account | A summary from a supplier showing all transactions — invoices issued, payments received, credits applied — and the resulting balance. Like a bank statement, but for your supplier relationship. |
| Settlement | The process of matching a payment to one or more invoices. When an invoice is “settled,” it means a payment has been linked to it, reducing or clearing the balance. |
| Purchase Invoice | A bill sent by your supplier after you receive goods or services. It tells you how much you owe and when payment is due. |
| AP Transaction | Any financial movement in the accounts payable ledger — this includes invoices received, payments made, credit notes, and debit notes. |
| Contra | A contra entry is when two parties owe each other money and agree to offset the amounts. For example, if a supplier also buys from you, you can net off what each owes the other. |
| Debit Note | A document you send to a supplier to request a reduction in the amount you owe — for example, if goods were returned or incorrectly invoiced. |
| Credit Note | A document a supplier sends to reduce the amount you owe them — essentially a partial refund on an existing invoice. |
FAQ
1. Which report should I use to find unpaid supplier invoices?
Use the Outstanding Document Report. It lists every supplier document that still has an open balance. Click any row to see the full detail, including what payments have already been applied.
2. What’s the difference between the Aging Report and the Outstanding Document Report?
- Outstanding Document Report — shows individual unpaid documents (one row = one document)
- Aging Report — groups the outstanding amounts by supplier and by how long they’ve been unpaid (one row = one supplier, with amounts split into time buckets)
Use Outstanding Document for day-to-day follow-up. Use Aging for a high-level payables health check.
3. Can I set it so the system always defaults to my branch?
Yes. Go to Personalization → Default Selection, set your Default Branch and Default Location, and click SAVE. These personal defaults will apply every time you open a report.
4. How do I change whether aging is shown by month or by day?
Go to Settings → Field Settings, change the Aging Period Type to Month or Day, and click SAVE. This affects all aging reports for all users.
5. How do I get a statement to send to a supplier for reconciliation?
Open Statement of Account, set filters, click Search, then click the supplier row. Open the Statement Of Account tab (next to Transaction Docs), set Month From and Month To, click Search, then use Export to PDF for a shareable copy.
6. What’s the difference between Historical Transaction Aging Analysis Report and Historical Creditor Report?
- Historical Transaction Aging Analysis Report — shows individual transactions as they aged at a historical point in time. More detailed.
- Historical Creditor Report — shows the balance per creditor at a historical point in time. More of a summary snapshot.
Use the first for transaction-level audits. Use the second for period-end balance comparisons.
7. How do I know if a payment has already been applied to an invoice?
Open the document from Outstanding Document Report (or any report that lets you drill into a document). In the detail screen, open the Settlement tab. There you can see how payments or credits have been applied to that invoice.
8. Why does my Aging Report show different amounts than my Outstanding Document Report?
The two screens answer different questions. Outstanding Document Report lists each unpaid document on its own row. Aging Report rolls amounts up by supplier and splits them into time buckets (how long the balance has been outstanding). Totals can also look different if you used different filters on each screen (for example Branch or Currency on Outstanding Document), or if you are comparing one supplier’s aging row to many separate document lines.
9. Can I filter the Statement of Account by date range?
The first Statement of Account screen is for finding a supplier. After you click a supplier row, open the Statement Of Account tab, set Month From and Month To, then click Search to show that period (with opening and closing balances). Use Export to PDF when you need a file to share. For the supplier’s Aging tab inside the same screen, only Month To applies—set it, click Search, then export if needed.