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An accounts payable aging report groups unpaid supplier balances by how far they are past due. Build one from an open-invoice export, check the buckets and compare overdue amounts by vendor.
An accounts payable aging report groups unpaid supplier invoices by how many days they are past due at a fixed cutoff. It tells the payment team which balances are current, which are late and which suppliers need a conversation before the next payment run.
The report starts with outstanding invoice balances. Original invoice amounts, purchase orders and invoices already paid in full do not describe what remains payable.
Ask for vendor ID, vendor name, invoice ID, posting date, due date, outstanding amount and currency. Keep the legal entity and AP control account available as filters. If the report is historical, obtain balances open at that historical cutoff; today's remaining balances cannot reliably reconstruct an earlier month after later payments.
Choose September 30, 2026, as the cutoff for the example below. All amounts belong to one US company's trade-payables account and are in USD. Put the cutoff in H1 with =DATE(2026,9,30) so each invoice uses the same date.
Due-date aging answers a different question from invoice-date aging. Microsoft's vendor aging documentation distinguishes transaction date, due date and document date as possible calculation bases. Check the basis printed on your existing export before comparing its buckets with a spreadsheet.
Retain disputed invoices in the balance and add a dispute flag. A dispute changes the action needed; it does not by itself remove a recorded liability.
Days past due = Maximum of zero and (Cutoff date - Due date)
Bucket balance = Sum of outstanding balances assigned to that bucket
Use columns A through F exactly as shown. The table occupies rows 2 through 7 beneath its header. Due dates must be spreadsheet dates, not text that merely resembles a date.
| A: Vendor | B: Invoice | C: Due date | D: Open balance (USD) | E: Days past due | F: Bucket |
|---|---|---|---|---|---|
| Mason Supply | M-101 | October 15, 2026 | 12,000 | 0 | Current |
| Mason Supply | M-102 | September 20, 2026 | 8,000 | 10 | 1-30 |
| Delta Parts | D-201 | August 31, 2026 | 6,000 | 30 | 1-30 |
| Delta Parts | D-202 | August 15, 2026 | 4,500 | 46 | 31-60 |
| Harbor Components | H-301 | July 1, 2026 | 3,000 | 91 | 91+ |
| Cedar Packaging | C-401 | July 15, 2026 | 2,500 | 77 | 61-90 |
In E2, enter the following and fill down through E7:
=IF(C2="","",MAX(0,$H$1-C2))
In F2, enter this formula and fill down through F7:
=IF(C2="","Review",IF(E2=0,"Current",IF(E2<=30,"1-30",IF(E2<=60,"31-60",IF(E2<=90,"61-90","91+")))))
The boundary matters. Delta's invoice due August 31 is exactly 30 days overdue, so it stays in the first overdue bucket. An invoice due on September 30 is current under this convention. Missing due dates go to Review rather than being silently classified as current.
Place bucket labels in J2:J6 and sum each with the following formula in K2, filled down:
=SUMIFS($D$2:$D$7,$F$2:$F$7,J2)
Microsoft documents SUMIFS as adding values that meet specified criteria. Covirage is not affiliated with Microsoft.
| Bucket | Open balance (USD) |
|---|---|
| Current | 12,000 |
| 1-30 | 14,000 |
| 31-60 | 4,500 |
| 61-90 | 2,500 |
| 91+ | 3,000 |
| Total | 36,000 |
The first proof is completeness: bucket totals must equal the invoice total. This formula must return zero:
=SUM(D2:D7)-SUM(K2:K6)
There are no Review rows in this example. In a live file, show Review as an additional summary row and include it in the completeness check. Do not hide a missing-date balance to make the report look finished.
Overdue payables are $24,000: $14,000 + $4,500 + $2,500 + $3,000. The overdue share is $24,000 / $36,000 = 66.7%, rounded to one decimal place. For the displayed layout:
=SUM(K3:K6)/SUM(K2:K6)
The second proof is the ledger tie. Compare the full signed AP balance, including credits and any separately displayed adjustments, with the matching AP control account for the same entity, currency and cutoff. If it fails, use the separate AP aging and general ledger mismatch guide before interpreting the percentage.
A company total does not identify the supplier carrying the overdue balance. Create a second summary with each vendor once in M2:M5. In N2, calculate its overdue balance and fill down:
=SUMIFS($D$2:$D$7,$A$2:$A$7,M2,$E$2:$E$7,">0")
| Vendor | Overdue balance (USD) |
|---|---|
| Delta Parts | 10,500 |
| Mason Supply | 8,000 |
| Harbor Components | 3,000 |
| Cedar Packaging | 2,500 |
| Total | 24,000 |
Delta has the largest overdue amount; Harbor has the oldest invoice. Those are different priorities. Ask whether an invoice is approved, disputed, awaiting a credit or blocked by incorrect bank details before deciding what to pay.
Aging shows obligations, not available cash. Read it alongside working capital and use days payable outstanding for the separate measure of payment time relative to purchases or costs. Neither replaces invoice-level due dates.
Bring an open-payables export with due dates, remaining balances and a common cutoff. Covirage maps the columns, and its tools compute and check the aging figures; the external AI model explains the result with every figure traced to its rows. Create a free Covirage account and bring a sample of your own export.
See Covirage for finance teams for the wider reporting context.
Use due date when the question is whether supplier payments are late. Invoice-date aging measures how long an invoice has existed. Both can be useful, but label the basis and keep it consistent when comparing reports.
Under the convention used here, an invoice due on the cutoff date has zero days past due and remains current. It enters the first overdue bucket the following day. State that boundary so reviewers can reproduce it.
Keep credit balances visible and distinguish applied credits from unapplied ones. Applied credits reduce the invoice balance. Unapplied credits need separate review because their existence does not automatically establish which invoice or due-date bucket they should reduce.
The accounts payable team prepares the detail and investigates exceptions. The controller checks the ledger tie, while treasury or the payment approver uses due dates and supplier context to decide the payment schedule.