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

Manage > Reports in the admin sidebar, then click the AP Aging tab.

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 any HOAExpense record where status = PENDING or status = OVERDUE. Once you mark an expense Paid (status PAID), it disappears from this report and shows up on the P&L for the period it was paid.

The system never auto removes anything. If you want a bill off the AP Aging report without paying it (e.g., the vendor disputed it), set its status to CANCELLED via Manage > Transactions and edit the expense.

How aging is computed

Each open bill’s aging bucket is determined by:

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

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, 60-89, 30-59
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, footer with date and user. Useful at meetings when discussing whether to release funds for upcoming payments.

Export to CSV

The CSV export gives you a spreadsheet for further manipulation. Common uses:

• Mail merge a payment schedule to send to the bank
• Import into a payment processor for batch ACH

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 Pending Bills view in Transactions?” The Transactions tab lists all expense rows (paid + pending) chronologically. 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 Manage > Transactions, filter by vendor name in the search bar, and click any expense row to see the detail modal.

“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 Home Herald 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 Home Herald.
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: Manage > Transactions > click the bill row > Mark Paid button. This moves the bill out of AP and onto the P&L for the period it was paid.
• For monthly recurring vendor bills (landscaping, pool service), set the expense to recurring at creation time. The system regenerates them on schedule.
• The AR Aging report shows the other side: who owes the HOA money.