Creditor Report Applet
Purpose and Overview
The Creditor Report Applet gives your finance team one place to review money the company owes to suppliers. You can list unpaid documents, review aging, pull supplier statements, and trace historical balances without moving between unrelated tools.
Video Overview
The walkthrough follows the same flows as this guide: Outstanding Document Report, Aging Report, Statement of Account, historical reports, and 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
Before you begin
A few Settings and Personalization choices affect lists, aging columns, and defaults across the applet. You can run reports without changing them first. When instructions later mention Field Settings or defaults, use this list to find the full detail.
- Field Settings — Aging Period Type (calendar months vs day ranges for buckets) and Document Types to Exclude from creditor reports.
- Default Selection (Applet-Wide) — Default branch, location, and document tab order for all users when they open a report.
- Personal Default Selection — Your own branch and location defaults. They override the applet-wide defaults for your login only.
Quick Start Guide
AP Analyst: Check Unpaid Invoices
Goal: Find all outstanding supplier documents quickly.
- In the sidebar, click Outstanding Document Report.
- Set filters at the top (for example Entity, Supplier Category, Company, Branch, or Currency). Click the Search button.
- Review the list. Each row shows balances and, when the system provides them, GRN and PO references. The list is as of today: there is no date range, and every line is still unpaid.
- Click a row to open the document. Review the Details, Settlement, and Line Items tabs.
- Click the PRINT button to generate a printable copy.
Finance Executive: Review Aging
Goal: Understand how long your payables have been outstanding.
- In the sidebar, click Aging Report.
- Choose Company first. Optionally pick one supplier, or leave Entity empty to include all suppliers. Click the Search button. For a keyword search, enter at least three characters.
- Read the grid. Scroll sideways to read every time-bucket column. When 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 the aging bucket breakdown. Open the Outstanding Docs tab for the underlying documents.
- Click the EXPORT button in the header to download the data.
Finance Controller: Pull a Supplier Statement
Goal: Get a full statement of account for any supplier.
- In the sidebar, click Statement of Account.
- Set filters at the top (Entity, Company, Branch if shown). Click the Search button. For a keyword search, enter at least three characters.
- The first grid is the 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 statement. On Statement Of Account, set Month From and Month To, click the Search button, then read the opening balance, each line, and the closing balance. 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 the Search button, then use Export to PDF if you need a copy.
Audit User: Trace Historical Transactions
Goal: Review the AP position as it stood in a past month, not as of today.
- In the sidebar, click Historical Transaction Aging Analysis Report.
- Set As Of Date to the month you need. Add Company, Entity, Branch, or any other filters your team uses. Click the Search button.
- Click a row to open View Document. Check the Details, Settlement, and Line Items tabs.
- For a supplier-level summary for the same “as of” idea, open Historical Creditor Report. Set As Of Date and your filters, then click the Search button.
Why two historical reports? Historical Transaction Aging Analysis Report is line-by-line. It suits audits and tracing what was still open at the time. Historical Creditor Report is a shorter balance per supplier.
A document can still appear outstanding in an older month even if newer activity was recorded later. Each report shows what was owed as of the date you chose. That snapshot helps tie figures to month-end or balance-sheet work.
Reports in Detail
Outstanding Document Report
This report supports daily AP monitoring. It lists every supplier document (invoices, debit notes, and similar) that still has an open balance as of today. There is no calendar date range on this screen. 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), then click the Search button |
| See balance and linked order references on the list | Stay on the listing. Check the balance and GRN / PO columns when they appear |
| Drill into a document | Click any row to open View Outstanding Document |
| Review payment history on a doc | Open the Settlement tab |
| Print the document | Click the PRINT button 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 question: how long money has been owed to suppliers. It groups outstanding amounts into time buckets. You can see at a glance whether payables are mostly current (for example 0–30 days) or overdue (for example 90+ days). Like the outstanding list, balances are through today. Bucket labels follow 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 a keyword if needed. Click the Search button |
| Read all bucket columns | Scroll horizontally across the grid |
| Work with supplier groups | Use expand or collapse on grouped supplier rows to show or hide detail lines |
| See individual transactions behind a bucket | Click a row to open Aging Report Transactions. Open the Outstanding Docs tab |
| Export the aging data | Click the EXPORT button in the detail header |
Statement of Account
Think of this screen as a bank statement 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, then click the Search button |
| See the summary list | Stay on the first grid. You see one row per supplier with headline figures |
| See every movement | Click a supplier row. Open the Transaction Docs tab |
| See a formal statement with balances | Open the Statement Of Account tab. Set Month From and Month To, then click the Search button. Read the opening balance, each line, and the closing balance. Use Export to PDF if needed |
| See aging for that supplier only | Open the Aging tab. This tab does not use Month From. Set Month To, click the Search button, then use Export to PDF if needed |
Historical Reports
Use these reports when you need balances or aging as of a past month, not as of today.
Shared workflow: Open the report from the left menu. Set As Of Date to the month you need, together with the other filters on that screen (for example Company, Entity, Branch, or Currency on the transaction report). Click the Search button. Click a row when you need to open document detail.
Historical Transaction Aging Analysis Report
- Line-level aging and documents for the month you choose. Use it for audits and for tracing what was still open at that time.
- 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. Use it when you want a short comparison across months.
- Use Outstanding Only 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
These three reports focus on payment activity and invoice settlement. Open each one from the left menu using the exact 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. Optionally set Entity, Branch, or Sort by. Click the Search button. Rows group by supplier: expand a supplier to see each line. The Balance column shows the position before your start date and through the end date |
| See which invoices a payment cleared | Open Payment Details with Purchase Invoice. Click the Search button. Each line shows the payment and the purchase invoice (or similar document) it settled. This helps 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 the Transaction Date range. Optionally set Entity. Click the Search button. 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
The topics below expand on what you read in Before you begin.
Field Settings
These options apply to everyone who uses the applet. Go to Settings → Field Settings, adjust the table below, then click the SAVE button.
| 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 the SAVE button when you are done
Printable Format Settings
Upload custom print templates for reports. Use the Upload File(s) button to add a template. Manage existing templates from the list.
Personal Default Selection
Each user can set personal Branch and Location defaults. These override the applet-wide defaults for that user only. Go to Personalization → Default Selection, then click the SAVE button.
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 open the full detail, including payments that have already been applied.
2. What’s the difference between the Aging Report and the Outstanding Document Report?
- Outstanding Document Report — individual unpaid documents (one row per document).
- Aging Report — outstanding amounts by supplier and by how long they have been unpaid (one row per supplier, with amounts in time buckets).
Use Outstanding Document Report for day-to-day follow-up. Use Aging Report 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 Default Branch and Default Location, then click the SAVE button. These personal defaults apply each 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 Aging Period Type to Month or Day, then click the SAVE button. 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 the Search button, then click the supplier row. Open the Statement Of Account tab (next to Transaction Docs). Set Month From and Month To, click the Search button, 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 — individual transactions as they aged at a historical point in time. More detailed.
- Historical Creditor Report — 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 from any report that lets you drill into a document. On the detail screen, open the Settlement tab. You can see how payments or credits were 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 differ if you used different filters on each screen (for example Branch or Currency on Outstanding Document Report), or if you compare one supplier 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 the Search button to show that period, including opening and closing balances. Use Export to PDF when you need a file to share. On the supplier Aging tab in the same screen, only Month To applies. Set it, click the Search button, then export if needed.