Payables & vendor reports
Payables and vendor reports track what the property owes to vendors and service providers, how expense dollars are distributed across GL accounts, and what is needed for year-end tax filings. All...
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Payables and vendor reports track what the property owes to vendors and service providers, how expense dollars are distributed across GL accounts, and what is needed for year-end tax filings. All reports in this category require accounting to be enabled on the property. Open them from Accounting > Reports and select the relevant property.
About the vendor-migration banner
Three reports in this category (AP Aging, Vendor Spend Summary, and Vendor Tax Summary) display a temporary informational banner:
Vendor data migration in progress. Vendor names and amounts are being unified across your property's records. No data has been lost; the numbers are accurate. This banner will disappear automatically once the unification is complete.
These reports now read vendor information from a unified vendor view that consolidates records previously stored in multiple places. The banner is shown while that unification process is still running in the background. Once it completes, the banner clears and the reports continue to work exactly as before, and no action is required from you.
AP Aging
The AP Aging report shows all open vendor payables bucketed by age: current, 1-30 days, 31-60 days, 61-90 days, and 90+ days past due. It is the primary tool for understanding what the property currently owes and for prioritizing payment runs.
Who can see it: Anyone with accounting access on the property.
PDF orientation: Landscape.
Data warning: Displays the vendor-migration banner until vendor records are fully unified (see note above).
Unapproved costs no longer appear here. A bill that nobody has approved is not yet an obligation to pay, and it no longer counts toward what the property owes on this report. On one audited property, $88,584.80 of unapproved costs had been sitting across this report and the commercial recoverable-cost pool combined. See CAM Recovery Pool for the commercial side of the same fix.
Caption: The Ledger layout (S04b). Rows are individual open payables; columns show vendor name, invoice date, aging bucket, and balance owed.
Vendor Spend Summary
The Vendor Spend Summary shows total payments made to each vendor during the selected period, ranked by spend. It gives a quick view of where the property's operating dollars are going and can be filtered by date range to cover any period you choose.
Who can see it: Anyone with accounting access on the property.
PDF orientation: Landscape.
Data warning: Displays the vendor-migration banner until vendor records are fully unified (see note above).
This report now lists every vendor for the period, not only the first twenty. If you have previously exported or printed this report for a property with a long vendor list, an older copy may be missing vendors that a fresh copy now includes.
Caption: The Ledger layout (S04b). Rows are individual vendors; columns show total payments, number of invoices, and largest single payment in the period.
Expense by Account
The Expense by Account report groups all expenses by their GL account for the selected period, showing the total charged to each account alongside what was budgeted for it. It is the report to reach for when somebody asks whether an account is on plan.
Columns: Code, Account, Actual, Annual Budget, Period Budget, Variance, Transactions.
Set the fiscal-year filter to see the budget columns. Annual Budget, Period Budget and Variance are all blank without it. The filter also lets you review a whole fiscal year rather than a custom date range, which is what you want at year end.
What Period Budget means
Period Budget is the amount actually planned for the fiscal months your report covers, added up on your property's own fiscal calendar. If snow removal is budgeted entirely across December, January and February, a report covering the summer shows a Period Budget close to nothing for it, and a report covering the winter shows the real winter plan.
It follows the budget as it stands, not only as it was first entered, so it includes surplus carried into a month and any reallocations moved in or out of the account. That is deliberate: it is the budget the account actually had available for those months.
If this looks different from what you remember: Period Budget used to be the annual amount sliced flat by days, so a seasonal account was always compared against one twelfth of its year no matter which months you were looking at. It now follows the monthly plan instead, which means seasonal accounts finally read correctly and their variances will have changed.
What is left out. Actual excludes year-end closing entries, so a closing journal cannot read as a fresh expense, and it excludes reserve-funded spending, which is reported separately. See Reserve in Budgets and Reports.
The Variance column's sign was corrected. Overspending now reads as a negative figure in red. Underspending now reads as a positive figure with a plus sign, in green. This report now agrees with Budget vs Actual and the Income Statement on every account.
Variance column, before and after
| Version | Variance shown |
| Old report | +$74,983.76 |
| Corrected report | -$74,983.76 |
Who can see it: Anyone with accounting access on the property.
PDF orientation: Portrait.
Data warning: None.
Caption: The Ledger layout (S04b) in portrait orientation. Rows are GL accounts; columns show total expenses for the period with an optional year-to-date column when the fiscal-year filter is active.
Vendor Tax Summary (1099 / T4A)
The Vendor Tax Summary lists all payments made to vendors that are flagged as tax-reportable for the chosen fiscal year, along with the total annual amount paid to each. It is used to prepare 1099 filings (US) or T4A filings (Canada) at year end. Only vendors marked as tax-reportable in the vendor record appear on this report.
Who can see it: Anyone with accounting access on the property.
PDF orientation: Portrait.
Data warning: Displays the vendor-migration banner until vendor records are fully unified (see note above).
Caption: The Ledger layout (S04b) in portrait orientation. Rows are tax-reportable vendors; columns show total annual payments and the filing form type (1099 or T4A).
CAM Reconciliation
The CAM Reconciliation report shows the common-area maintenance costs that are recoverable from tenants for the selected period, broken down by expense category, alongside the amounts already billed and the true-up balance owed or credited. This report is relevant for commercial-style properties where CAM charges are passed through to tenants.
Who can see it: Anyone with accounting access on the property. This report card is hidden for residential properties where CAM is not applicable.
PDF orientation: Landscape.
Data warning: None.
Caption: The Ledger layout (S04b). Rows are CAM expense categories; columns show budgeted recoverable, actual recoverable, billed to tenants, and true-up balance.
Work Order Cost
The Work Order Cost report lists costs that have been recorded against work orders and service tickets in the selected period, including the work order number, description, assigned vendor, and total cost. It helps PMs and staff track maintenance spend tied to specific jobs and identify cost patterns by unit or common area.
Who can see it: Anyone with accounting access on the property.
PDF orientation: Landscape.
Data warning: None.
Caption: The Ledger layout (S04b). Rows are individual work orders; columns show work order number, vendor, location, and total cost for the period.