The Accounts Payable page mirrors AR but for what you owe — vendor balances, open invoices, aging, and the cash-flow picture for the next 30/60/90 days. Use it as the weekly “what do I need to pay this week” view.
The AP list
Every vendor with an open balance:
- Vendor name + total open balance
- Aging buckets — Current, 30, 60, 90+ past due
- Earliest due date — useful for sequencing when cash is tight
Filter by store, vendor name, or aging. Sort by oldest due date when prioritizing payments.
Vendor detail page
Click any vendor to see:
- Open vendor invoices — every unpaid or partially-paid invoice
- Payment history — every payment cut, with reference numbers
- Items received from this vendor (cross-link to inventory)
- PO history — every PO ever issued
Recording a payment
From the vendor detail page or an individual invoice:
- Click + Payment.
- Enter amount, payment date, payment method (check / wire / card), reference number (check #, transaction ID).
- Application:
- Auto-apply oldest first (default)
- Manual selection — pick which invoices this payment covers
- Save.
For invoice-by-invoice work, the Vendor Invoices article has more detail on entering bills and tracking PO linkage.
Cash-flow planning
Sort the AP list by due date ascending to see what’s coming due in the next week. Combined with a similar look at the AR list (incoming cash), you can plan which weeks need a transfer or line of credit and which can ride on operating cash.
The Vendor Aging report under Reports exports the same data for monthly accounting/CPA review.
Tips
- Always link vendor invoices to their POs when one exists — it lets receipt verification flag discrepancies.
- For partial payments (negotiating extended terms with a vendor), apply the partial amount; the remaining balance stays open with the original due date.
- A vendor with a negative balance (they owe you, e.g. a return credit not yet applied) shows up too — usually an overpayment or an unused credit memo.
- For consistent month-end, the Period Close workflow locks AP entries the same way it locks AR — see the Period Close article.