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AR & AP Transactions

Two mirror-image reports give you the full register of everything ever posted to customers and vendors: Customers → Reports → AR Transactions and Vendors → Reports → AP Transactions (requiring the AR Transactions and AP Transactions permissions respectively). Where Open Items answers “who owes what right now”, these reports answer “find me that document” and “give me the complete list for a period”: locate an old invoice by number, description or payment reference, pull a monthly or quarterly listing with totals for your accountant, audit late payments, or review everything booked to one AR or AP account.

The filter panel is open when you first visit; fill in any combination of criteria and click Search. The panel then collapses to leave room for the results — the Filters button reopens it, and stays highlighted whenever filters are active. Text filters match partial values and ignore case, so “hosting” finds every description containing that word.

The Outstanding toggle is on by default, so a first search shows only unpaid or partially paid items. Switch it off to search the full history, or use Closed to see settled items only.

Most filters are self-explanatory — customer/vendor (multi-select), Invoice Number, Order Number, PO Number, Department, Description. A few deserve a closer look:

Filter What it searches
Accounts Limits results to one AR or AP ledger account — useful when you keep separate receivables/payables accounts.
Notes The notes field of the invoice or transaction.
Memo Payment memos, and also invoice line descriptions.
Source The source reference entered with payments — the way to trace a bank reference back to the document it settled.
Created / Updated Date From–To When the record was entered or last edited, as opposed to its document date — ideal for “what was booked or changed since I last looked”.
Paid Late / Paid Early Settled items paid after or before their due date — a quick payment-behaviour audit. These toggles only consider closed transactions.
On Hold Items you have flagged on hold.

Combining Outstanding with a Transaction Date To turns the report into an as-of statement: payments are counted only up to that date, so you see what was outstanding on that date even if it has been paid since — exactly what you need for year-end open-items lists.

Your search criteria become part of the page URL, so a bookmarked or copied link re-runs the same report automatically.

Choosing columns

The checkboxes at the bottom of the filter panel control which columns appear, and dragging them reorders the table. Your selection is remembered separately for the AR and the AP report on that browser.

The defaults — Invoice Number, Description, Files, Invoice Date, Status, Customer/Vendor, Total, Paid, Date Paid — cover everyday lookups. Worth adding when you need them:

  • Amount and Tax — the net amount and the tax portion, alongside the gross Total.
  • Payment Difference — Total minus Paid; scan it for short payments and overpayments.
  • Payment Account — where the payment was booked.
  • Created Date / Updated Date — the entry and last-edit timestamps, matching the date filters above.
  • Address fields, Tax Number, Currency, Due Date, Notes and more for accountant-ready exports.

Working with the results

Each row shows a status chip — Open, Due today, Over due, Paid or Over paid — and the Files column lists documents attached to the transaction, viewable straight from the report.

The report is a springboard, not just a list:

A totals row pinned to the bottom sums Amount, Tax, Total, Paid and Payment Difference for the filtered list. Export XL (Excel) and Export PDF download exactly what you see — chosen columns, filtered rows and totals included.