Accounts Payable template illustrating invoice tracking and aging reports

General Overview

Accounts payable refers to the money a business owes to its suppliers or vendors for goods and services received but not yet paid for. It is recorded as a liability on the balance sheet and represents short-term debts the company must settle. Managing accounts payable involves tracking due dates, verifying invoices, scheduling payments, and maintaining good relationships with vendors. Effective accounts payable management is crucial for preserving cash flow, avoiding late fees, and maintaining the company’s credit reputation.

The main purpose of this template is to enable users to monitor Accounts Payable Balances. The structure is user-friendly and practical and is suitable for any type of business. The template allows users to track Suppliers Invoices, produces Accounts Payable Aging reports and creates automated supplier statements.

Template Structure

Setup:
• General Company Info
• Cost Centers and Vedor Payment Terms Excel Tables

Vendors Master Record:
• Report including Company’s Vendors
• Vendors Main Data (Id, Address, Phone)
• Vendors Additional Data (Expense Type, Cost Center, Payment Term)

Vendor Invoices:
• Report to record all Vendor Invoices
• Invoice Main Data (Invoice Number, Invoice Date, Invoice Amount)
• Payments Section including paid amount and payment date allowing user to record up to 6 installments
• Invoice Due Date, Balance Due, and Days Past Due calculations

Invoices Summary:
• Report including a summary of all the invoices recorded and presented per cost center
• The report is generated per year and presents results on a monthly basis.

Balances Summary:
• Report including a summary of the outstanding balances of the recorded invoices and is presented per cost center
• The report is generated per year and presents results on a monthly basis.

Aging Report:
• Report categorizing company’s unpaid vendor invoices by the length of time they’ve been outstanding.
• The report breaks down payables into time periods—current, 30 days past due, 60 days past due, 90 days past due, and 120+ days past due—to show how long each invoice has been overdue.

The Aging report helps businesses monitor upcoming obligations, prioritize payments, manage cash flow, and avoid late fees or strained supplier relationships. It gives a clear snapshot of what the company owes and when payments are due.

Supplier Statement:
• Creation of a detailed account statement including aging analysis and list of outstanding invoices per Supplier
• The report helps company verify that its records match the supplier’s records before making payments.

Help & Support

If you experience any difficulty while using this template and you are not able to find the appropriate guidance in these instructions, please feel free to contact us for assistance. This template has been designed with flexibility so it can be used in most business environments. If you need a template customized for your business requirements, please e-mail us and provide a brief explanation of your specific needs.

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