AP Aging report

The AP Aging report (accounts payable aging) shows the open vendor bills your HOA hasn’t paid yet, grouped by vendor and bucketed by how overdue each one is. It’s the report that catches “we forgot to pay the insurance premium” before it becomes a coverage gap.

Where to find it

Finances > Reports in the admin sidebar, then click the AP Aging tab. Reports are part of Herald Automate; on a plan without it, the screen shows an upgrade prompt instead.

What’s on the report

A table with one row per vendor that has at least one open bill. Each row shows:

• Vendor name
• Bills (count of open bills for this vendor)
• Current (0 to 29 days past due, or not yet due)
• 30-59 days past due
• 60-89 days past due
• 90-119 days past due
• 120+ days past due
• Total owed

Five summary cards above the table aggregate across all vendors so you can see your total exposure at a glance.

What counts as an open bill

The report includes every bill (expense) that has not been marked paid. Once you mark a bill paid, it disappears from this report and shows up on the Profit & Loss for the date it was paid.

Nothing leaves this report on its own. If a bill should come off without being paid (the vendor withdrew it, or it was entered twice), open it in Finances > Transactions and delete it with the trash icon. A deleted bill is kept out of every report but stays in the Audit Log with who deleted it and why.

How aging is computed

Each open bill’s aging bucket is determined by:

days past due = (as of date) - (bill due date)

A bill with no due date is aged from the day it was entered.

Buckets:

• Current: less than 30 days past due (or not yet due, including future dated bills)
• 30-59 days: 30 to 59 days past due
• 60-89 days: 60 to 89 days past due
• 90-119 days: 90 to 119 days past due
• 120+ days: 120 days or more past due

Each row sums all the open bills for that vendor across all buckets.

Choosing the as of date

The As of: date picker at the top defaults to today. Change it to:

• See what AP looked like at month end (set to last day of last month)
• Generate an audit packet (set to fiscal year end)

Sort order

Same as AR Aging: most overdue first.

1. Vendors with the most in 120+ days past due
2. Then 90-119 days
3. Then by total owed

The vendors most likely to call you first are at the top of the printout.

Color coding

• Current bucket renders in plain slate
• 30-59 and 60-89 bucket render in amber (you should be paying these)
• 90+ bucket render in rose (overdue, possible call from vendor or service stoppage risk)

Export to PDF

The PDF button generates a printout suitable for the board: community name, “As of [date]”, the table with totals, and a footer with the date, the user who generated it, and page numbers. Useful at meetings when discussing whether to release funds for upcoming payments.

Export to CSV

The CSV export gives you the same table (vendor, bill count, each bucket, total) as a spreadsheet. Common uses:

• Sorting or filtering vendors your own way
• Handing the open-bills list to the treasurer or an accountant

Common questions

“A bill is in Current but the due date passed yesterday.” The aging bucket is based on calendar math against the as of date. If you opened the report this morning and the bill was due yesterday, it’s currently 1 day past due, which falls in the Current bucket. It’ll move to 30-59 days when 30 days have passed.

“How does this report differ from the Transactions list?” Finances > Transactions lists every payment and bill (paid and unpaid) by date. This report focuses only on what’s still owed and groups by vendor for collections review. Same underlying data, different lens.

“Can I drill into a specific bill?” Yes: switch to Finances > Transactions, type the vendor name in the search box, and click any expense row to see its detail view.

“Why doesn’t this report match my vendor’s invoice statements?” Your vendor probably only sends statements for unpaid invoices, but they might not know about the bills you’ve already entered into HomeHerald with future due dates. Reconcile by opening their statement and your AP Aging report side by side, matching bills.

When to reconcile vendor statements

Recommend doing a vendor statement reconcile every quarter:

1. Open AP Aging set to today.
2. For each vendor, request a current statement.
3. Match each open bill on your AP Aging to a line on their statement.
4. If their statement has a bill you don’t, add it to HomeHerald.
5. If your AP Aging has a bill they don’t, contact them to confirm whether it’s been paid (you may have lost track of a payment).

What’s next

• Mark bills as paid: Finances > Transactions > click the bill row > Mark as Paid. This moves the bill out of AP and onto the P&L for the date it was paid.
• For monthly vendor bills (landscaping, pool service), enter each bill as it arrives. The Frequency field on a bill (One-Time, Monthly, Quarterly, Annual) tells the budget forecast the cost repeats; it does not create next month’s bill for you.
• The AR Aging report shows the other side: who owes the HOA money.