Where to view AP Aging Report and what's included

Overview

The Accounts Payable (AP) Aging Report is an accounting document that summarizes the total amount of invoices owed by a business to vendors as of a specific date. In the Summary Aging Report, every row is grouped by the vendor and invoice due date; the Detailed Aging Report is broken out at an invoice level.

For both reports, the total amount due is grouped into columns according to how old ("aged") the debt is: Current, < 30 days, 30-60 days, 60-90 days, and 90+ days.

This document can be helpful for a variety of reasons, including:

• Compare Ramp's Aging Report to your accounting system's to reconcile Ramp against your accounting system
• Review the report before payment for possible errors like duplicate invoices
• Forecast accounts payable balances and cash flow in your business plan
• Plan and schedule vendor invoice payment dates for cash flow timing and needed financing

How to download

To download your AP Aging Report, navigate to the Bill Pay page (any tab except for "Drafts"), click the three dots, and select "Export AP Aging Report."

You will then be prompted to enter an end date for the report. Note that the bills in the report are based on the Bill Date—by default, this is the Invoice Date. However, if there is an Accounting Date on the bill, we will use the Accounting Date instead. 

The AP Aging report will be downloaded as a ZIP file containing two CSVs: the summary and detailed reports. Users can distinguish the two CSVs by the file name, which will be labeled as follows:

{business_name}-summary-ap-aging-report-as-of-{date}.csv
{business_name}-detailed-ap-aging-report-as-of-{date}.csv

*NOTE: The detailed report will be available for download in November 2023

How we generate our AP Aging Report

1. We include all expenses for which:
   • The bill date is on or before the end date
   • The expense is still outstanding on or before the end date
2. We default to using the Invoice Date as the "Bill Date," but if the bill contains an Accounting Date, we will use that date instead of the Invoice Date.
   *e.g., if I pull a report with an end date of 7/31, an invoice date of 7/25, and an accounting date of 8/1, that bill will not be included because its accounting date falls after the end date. 
3. The expense is by default aged based off the Due Date, e.g. if your end date is 7/31 and your due date is 7/15, it's considered 15 days old and will fall into the <30 day old bucket. 
4. We don't include draft bills in our report. We do include both approved and unapproved bills.
5. We will not include archived invoices if they were archived before or on the end date. Otherwise, we will include them in the report.
6. We will include invoices created or added to Ramp after the end date, so long as their Bill Date is before the end date and they're still outstanding as of the end date.
7. Special case: If an invoice has been paid before its Invoice Date and before or on the report's end date, and the Invoice Date is after the end date, the invoice will be included as a negative expense. This typically happens with rental payments.
   • For example, your rent of $2,000 is invoiced and due on 8/1. You pay the rent on 7/27 and pull the AP Aging on 7/31. The rent will be reflected as—$2,000.
   • We reflect this as such because, technically, the vendor owed a credit balance to the company during that period, as the bill has yet to be invoiced but has been paid.
   • If you adjust the end date so that it falls after the invoice date, the expense will no longer be included.

What we currently don't account for

Below is a list of features we currently don't offer in our Aging Report, though we may offer them in the future.

• The expense is aged based on the Due Date. We don't currently offer age options based on other dates, like Invoice Date or Accounting Date.
• We released Credit Memos for QuickBooks Online and Xero in September 2023; we are not yet accounting for this in our AP Aging Report (see Credit Memos)
• We don't currently account for multi-currency. Invoices in currencies other than USD will be reflected in our report as if they were in USD—e.g., $1000 in AUD will simply be reflected as $1000 in the report.
• We don't currently offer the report at an entity level for multi-entity businesses.

How to find Aging Report in your Accounting provider

Customers can also find AP Aging Reports within their Accounting Provider.

• Instructions for QuickBooks Online customers: https://quickbooks.intuit.com/learn-support/en-us/reports-and-accounting/ap-aging-reports/00/792518

• Instructions for Xero customers: https://central.xero.com/s/article/Aged-Payables-Detail-report-New