# Trade Payables
Supplier payables summary with invoice age, due age, invoice balance, closing balance, and PDC. Click a supplier to open their statement for payment follow-up. Optionally show supplier bank account details for payment processing.
Overview
Go to Purchase → Reports → Trade Payables.
Report title in ERP: Trade Payables
What it shows. One row per supplier with payable details — invoice age, due age, invoice balance, closing balance, and post-dated cheque (PDC) amounts. Optionally expand to show individual open documents (purchase invoices, expenses, purchase expenses, and prepaid expenses). Click a supplier name to open the supplier statement.
When to use it. Use for daily payment planning, accounts payable control, and verifying total outstanding before releasing supplier payments.
The report also appears on the Purchase Dashboard and Accounts Dashboard as the Trade Payables widget.
Use Cases
- Accounts payable — Which suppliers have the highest closing balance and oldest due invoices? Run daily or weekly before payment runs.
- Finance — How much is outstanding per supplier including PDC cheques? Run before approving bulk payments or month-end close.
- Procurement — What payables are linked to each employee's suppliers? Run with the Employee filter for purchase follow-up.
- Finance manager — What is the total trade payables position as of a prior date? Run with On Previous Date for month-end reporting.
- Payment processing — Export with Show Bank Details to prepare NEFT/RTGS payment files using supplier account numbers and IFSC.
- Reconciliation — Does invoice-level balance match the supplier ledger? An asterisk (*) on Invoice Balance means closing balance differs from summed open documents.
Filters
| **Filter** | **Description** |
|------------|-----------------|
| Employee | Optional employee filter. Respects purchase-module employee access filters. |
| On Previous Date / Today | Toggle between today's balances and a historical as-on date. |
| Sort | Highest Closing Balance, Lowest Closing Balance, Supplier Name, Supplier Code. |
| Advanced Filter | Supplier Group, Form Type (purchase type), Branch, Center, Supplier. |
| Show Invoices | Expand document-level detail under each supplier. |
Columns
| **Column** | **Description** |
|------------|-----------------|
| CODE | Supplier code or system ID. |
| SUPPLIER | Supplier name and address. Click to open supplier statement. |
| Bank Account / IFSC | From supplier bank account master (when Show Bank Details is on). Uses the primary bank account if set; otherwise the first account. |
| PHONE | Supplier contact number. |
| Group | Supplier group. |
| Type | Document type when Show Invoices is on (purchase invoice, expense, purchase expense, prepaid expense). |
| Inv Date | Document date when expanded. |
| Bill # | Document number when expanded. |
| Total | Document total when expanded. |
| Balance | Open balance on the document when expanded. |
| InvAge | Days since the oldest open document date (summary) or per document when expanded. |
| DueAge | Days since the oldest due date (summary) or per document when expanded. |
| Invoice Balance | Sum of open document balances for the supplier. Asterisk (*) when different from closing balance. |
| Closing Balance | Total payable balance on the supplier account. |
| PDC | Post-dated issued cheque amount held against the supplier. |
Actions
- Generate — run the report for the selected filters
- Export — export to Excel
- Print — print the report
- Show Invoices / Hide Invoices — expand or collapse document-level detail under each supplier
- Sort — order by closing balance, supplier name, or supplier code
- Advanced Filter — open additional filter fields; clear resets active filters
- More (caret menu) — On Previous Date / Today; Show Bank Details / Hide Bank Details
FAQ
How do I open a supplier statement?
Click the supplier name on any row to open the full supplier statement.
Can I see individual unpaid invoices?
Yes. Use Show Invoices on the report to expand document detail under each supplier (purchase invoices, expenses, purchase expenses, and prepaid expenses).
What documents are included in Invoice Balance?
Open credit purchase invoices plus supplier-linked expenses, purchase expenses, and prepaid expenses (when no purchase-type or center filter is applied). This aligns with how supplier payables are tracked across modules.
Where do bank details come from?
From the supplier's bank accounts on the Supplier master. The report uses the account marked Primary; if none is primary, it uses the first bank account.
Why are bank columns empty for some suppliers?
Bank account and IFSC are not maintained on the supplier record. Add bank details on the supplier master and regenerate the report.
Why does Invoice Balance differ from Closing Balance?
The asterisk (*) marks suppliers where ledger closing balance does not match the summed open documents — for example unallocated payments, journal entries, opening balance, or documents outside the report filters. Use Supplier Statement to investigate.
How is this different from Supplier Aging?
Trade Payables is a payables summary with optional document drill-down and statement access. Supplier Aging breaks balances into overdue day buckets.
How is this different from Supplier Outstanding Invoices?
Supplier Outstanding Invoices lists open purchase invoices only. Trade Payables includes other payable document types and shows PDC.
Are PDC amounts included?
Yes. The PDC column shows issued cheques in post-dated status linked to payment vouchers for the supplier. Invoice balance also includes purchase invoices in PDC status with pending PDC balance.
Can I run the report as of a past date?
Yes. Open the caret menu and choose On Previous Date, pick the date, then Generate.
Can I run this from the dashboard?
Yes. The Trade Payables widget on the Purchase Dashboard and Accounts Dashboard links directly to this report.