Vendor reporting
See outstanding invoices, payment progress and year-end document readiness.
StatusApprovedPartiallyPaid
Understand outstanding balances
AP Aging groups open approved and partly paid bills by supplier and due date. It uses the remaining balance after valid payment and credit applications. A bill with a future due date is different from an overdue balance, and a disputed item needs its own context rather than disappearing from the team’s work list. Retain the report’s as-of date when sharing an aging view.
Supplier-spend reporting aggregates the appropriate payment population for the selected period. An active-vendor list shows actual vendor records; calculated spend belongs in its report with a defined basis. This avoids presenting a cached supplier total as though it were a transaction ledger. Reviewers can connect a report to the underlying bill, payment and bank outcome.
Vendor = current Vendor User's vendor
| Bill Number | Vendor Invoice Number | Bill Date | Due Date | Total |
|---|---|---|---|---|
| BLL-38639 | BLL-44507 | 14 Sep | 23 Sep | 9,648.40 |
| BLL-93137 | BLL-57945 | 05 Sep | 09 Sep | 34,050.51 |
| BLL-96491 | BLL-89840 | 24 Sep | 27 Sep | 4,988.04 |
| BLL-51662 | BLL-60219 | 12 Sep | 16 Sep | 4,940.36 |
| BLL-62147 | BLL-54061 | 18 Sep | 20 Sep | 26,379.40 |
| BLL-37537 | BLL-15246 | 28 Sep | 02 Oct | 37,330.63 |
Follow exceptions and discounts
The match and dispute reports show why invoices cannot progress. The payment-run views separate proposals awaiting release from actual payment records. Discount reporting compares available, taken, expired and skipped opportunities using their original terms. A potential saving is not reported as a realized discount until the payment application supports it.
Choose views for the reader’s role. The AP Clerk needs processing detail, while a restricted executive viewer receives the permitted summary. Vendor users see only their own bill and payment information. Report exports and drill-down links must enforce the same access boundaries as the visible page, including protection of bank and tax identifiers.
AvailableDiscountWindowEnds >= today
| Vendor | Bill | Discount Amount | Discount Window Start | Discount Window Ends |
|---|---|---|---|---|
| VND-060 | BLL-85135 | 11,080.36 | 18 Sep | 22 Sep |
| VND-102 | BLL-26280 | 21,426.13 | 17 Sep | 25 Sep |
| VND-170 | BLL-45487 | 21,313.43 | 09 Sep | 11 Sep |
| VND-114 | BLL-40673 | 31,272.81 | 20 Sep | 22 Sep |
| VND-133 | BLL-32095 | 38,525.35 | 11 Sep | 20 Sep |
| VND-113 | BLL-66245 | 31,618.90 | 09 Sep | 18 Sep |
Prepare tax documents with a verified basis
Form1099Tracking retains the tax year, form and box, payment total, reporting decision, applied threshold and rule source. Rules depend on the relevant year and payment category; the website does not treat one threshold as permanently correct. Missing W-9 information remains an exception in the population requiring review, rather than a reason to omit a potentially reportable payee.
Controller / CFO reviews readiness before the configured filing partner receives the handoff. Keep one declared filing owner for each payment population, including subcontractor-originated bills, to avoid duplicate filings. Form1099Filings holds the handoff identity and result. A prepared file, recipient copy and accepted filing are separate outcomes; corrections retain their connection to the original reporting record.
TaxYear = current yearRequired1099 = TRUE
| Vendor | Form Type | Form1099 Box | Total Paid | W9 On File At Year End |
|---|---|---|---|---|
| VND-045 | 1099-NEC | NEC-Box1 | 15,431.45 | no |
| VND-236 | 1099-MISC | MISC-Box1-Rents | 34,431.41 | no |
| VND-195 | 1099-NEC | MISC-Box3-Other | 37,573.63 | no |
| VND-018 | 1099-MISC | MISC-Box6-Medical | 19,097.65 | no |
| VND-131 | 1099-NEC | NEC-Box1 | 38,398.83 | no |
| VND-063 | 1099-MISC | MISC-Box1-Rents | 43,169.04 | ✓ |
Modules
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Supplier management
Keep supplier details and payment instructions ready for the next invoice.
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Invoice capture
Bring supplier invoices into a reviewable queue with their original documents.
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Invoice matching
Check what was ordered, received and billed before approving a payment.
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Approvals and disputes
Give each invoice a clear decision owner and each exception a visible resolution.
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Payment runs
Prepare a clear payment proposal, then release it with the right authority.
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Vendor reporting
See outstanding invoices, payment progress and year-end document readiness.
Reports
All reportsAP Aging
Open Bills bucketed 0–30 / 31–60 / 61–90 / 90+ days past due, by Vendor, with cumulative AmountOutstanding per bucket and the running total. The AP Manager's daily landing report and the Controller's cash-need forecast input. Drills from Vendor to individual Bill to BillLines.
1099 Year-End Readiness
Per TaxYear: count of Vendors with Required1099 = TRUE, count missing W-9, count Computed / ReadyToFile / Filed, total reportable dollars by Form1099Box. The pre-January-31-deadline Controller report that drives W-9 solicitation and the FilingPartner handoff.
Roles and permissions
Final signoff on payment runs, top-tier bill approval, year-end 1099 release. Sees every Vendor, every Bill, every Payment in full detail.
Owns the AP function end-to-end. Runs the weekly payment cycle, manages Vendor relationships, tracks Disputes through to resolution, owns the year-end 1099 file readiness. The named approver in mid-tier bill bands.
Operational role — the day-to-day Bills processor. Captures / keys / OCRs vendor invoices, runs three-way match, prepares PaymentRunItems for AP Manager review.
Line-of-business approver — typically a Department head or Project lead. Approves Bills against own cost-center per the BillApprovalMatrix tier band that maps to the Approver role. Sees own department / project bills only.
External portal seat — implicit (typically delivered via a vendor-portal sub-app or a shared-link mechanism). Submits invoices via email or portal upload, sees own payment status, updates own remit-to address (subject to AP Manager verify).
Executive read-only — board members, outside auditors, FP&A analysts.
Related processes
Onboard a supplier
Confirm supplier identity and payment instructions before normal invoice processing.
5 stages · 1 approval
Invoice to approval
Connect the invoice, receipt evidence and decision before the bill becomes eligible for payment.
5 stages · 1 approval
Prepare and release payments
Separate payment selection, release authority and confirmed settlement.
5 stages · 2 approvals