Overview

In accounting, Supplier records track the financial transactions between a business and its individual suppliers. These records are essential for monitoring purchases, payments made, and any outstanding balances.

These tutorials explain how to view Supplier transactions in the Ledger. The tutorials also explain how to create Supplier Payments, Overpayments, Refunds, and Discounts. 

Navigation: Main Menu > Accounting > Ledger

How to Display a Supplier Account

The Supplier Ledger shows all the Debit and Credit Entries for a particular supplier. Most of the search and filter options will be greyed out. Using Filters that are not greyed out will switch the interface to Transaction View. 

1. Navigate to Main Menu > Account > Ledger.

2. Filter = Select Supplier Account.

3. Choose the Dates you want to view:

   1. Select a date range from the dropdown list next to Set, and 

   2. Select custom dates by selecting dates from the calendar provided. 

4. Select a Supplier from the dropdown list next to Supplier.

   2. • Note: You must choose a Supplier Account, if you select All you are prompted to select an Account.

5. Click View (button).

How to View Supplier Transactions

1. Navigate to Main Menu > Account > Ledger.

2. Select Transactions next to Filter.

3. Next to Entry Type, select any of the Entry Types that were created for Supplier transactions (e.g. Supplier Invoices, Supplier Debit Notes, Supplier Payments).

4. Next to Supplier select a supplier or select All to view all the transactions.

5. Click View (button).

How to View Supplier Transactions in Detail

1. Navigate to Main Menu > Account > Ledger and select Transaction Items next to Filter.

2. Next to Entry Type select any of the Entry Types that were created for Supplier transactions (e.g. Supplier Invoices, Supplier Credit Notes, Supplier Payments).

3. Next to Supplier, select a Supplier or select All to view all the transactions.

4. Click View (button).

How to Filter a Supplier Account by Currency

1. If you use multiple currencies, select a Currency from the dropdown list next to Currency.

   • Note: If there is only one currency, the selection reverts to that currency.

2. Click View (button).

How to Manually Create Supplier Discounts

There are two types of discounts applicable to Suppliers: 

1. If a supplier gives you a reduced price, it is shown on their invoice and reduce your cost of sales.

2. If a supplier gives you a settlement discount or a discount as a token of goodwill, the discount is entered following this procedure and appears on the Statement of Profit and Loss as Discount Received.

1. Navigate to Main Menu > Account > Ledger.

2. Click New (button) > mouse-over Supplier Transactions and click Supplier Discounts.

3. Enter the applicable date and period. 

4. Select the Supplier next to Dr. Supplier.

5. Enter the discount amount next to Total (Inc) and select VAT if applicable (default Standard VAT).

   1. • Note:  If the original invoice that is being discounted included VAT, the discount should also include VAT.

6. Enter the reference and note in the blocks provided.

7. Click Save (button).

8. Allocate the Discount to the applicable invoices (see the Outstanding section on the bottom right):

   1. Click Allocate (button) to automatically allocate the payment.

   2. Click Select to choose the invoices by ticking the box next to the applicable invoices.

9. Click Done (button).

How to Manually Create Supplier Payments

1. Navigate to Main Menu > Account > Ledger.

2. Click New (button) > mouse-over Supplier Transactions and click Supplier Payments.

3. Enter the date and period as per the Bank Statement.  

4. Select the Supplier next to Dr. Supplier.

5. Select the Bank Account next to Cr. Bank. 

6. Enter the amount paid next to Total (Inc) and select No VAT.

7. Enter a reference and note in the blocks provided.

8. Click Save (button).

9. Allocate the Payment to the applicable Invoices (see the Outstanding section on the bottom right):

   • Click Allocate (button) to automatically allocate the payment.

   • Click Select to choose the invoices that were paid by ticking the box next to the applicable invoices.

   • If there was a previous overpayment on the account, click Menu > Clear Overpayment to allocate the current payment to the overpayment.

10. If the supplier gives you a Settlement Discount, you can apply that discount while doing the Supplier Payment as follows:

    • Right click on the outstanding amount and select Discount Outstanding.

    • Confirm the pop-up: Discount the outstanding? 

    • The full balance remaining for that transaction will be written to Discount Received.

11. Click Done (button).

    • Note: Supplier payments can also be captured when doing a Bank Import.

How to Manually Create Supplier Refunds

Follow these instructions if you overpaid the supplier, and the supplier returned the overpayment.

1. Navigate to Main Menu > Account > Ledger.

2. Click New (button): mouse-over Supplier Transactions and click Supplier Refunds.

3. Enter the date and period as per the Bank Statement.  

4. Select the Supplier next to Cr. Supplier.

5. Select the Bank Account next to Dr. Bank. 

6. Enter the amount received next to Total (Inc) and select No VAT.

7. Enter a reference and note in the blocks provided.

8. Click Save (button).

9. Allocate the Refund to the applicable Invoices or Debit Note (see the Outstanding section on the bottom right):

   • Click Allocate (button) to automatically allocate the payment, or

   • Click Select to choose the invoices by ticking the box next to the applicable invoices.

   • If there are no outstanding items, you can still process the refund. It will remain as a credit on the account.

10. Click Done (button).

    • Note: Supplier refunds can also be captured when doing a Bank Import.

How to Manually Create Supplier Overpayments

This is the process to follow if you overpaid a Supplier, and you want to write off the overpayment as a loss.

1. Navigate to Main Menu > Account > Ledger and click New (button): mouse-over Supplier Transactions and click Supplier Overpayments.

2. Enter the Date and Period as per the Bank Statement. 

3. Select the Supplier next to Cr. Supplier.

4. Enter the amount received next to Total (Inc) and select No VAT.

5. Enter a reference and note in the blocks provided.

6. Click Save (button).

7. Allocate the overpayment to the applicable Invoices (see the Outstanding section on the bottom right):

   1. Click Allocate (button) to automatically allocate the payment, or

   2. Click Select to choose the invoices by ticking the box next to the applicable invoices.

   3. If there are no outstanding items, you can still process the overpayment. It will remain as a credit on the account.

8. Click Done (button).

   2. • Note: Supplier overpayments can also be captured when doing a Bank Import.

How to Print a Supplier Account

1. Display supplier accounts or transactions.

2. Click Output (button) > Print to print the report to the default printer or click Print (Show Dialogue) to select a printer, for example, a .pdf printer.

How to Preview a Supplier Account

1. Display supplier accounts or transactions.

2. Click Output (button) > Preview to display the Supplier Account on the screen.

   • Note: You can click the printer (icon) to print the list to a printer of your choice, including PDF.

How to Email a Supplier Account

1. Display supplier accounts or transactions.​

2. Click Menu (button) > Email Excel to email the Supplier Account in Excel format, or

3. Click Output (button) > Email to email the Supplier Account in PDF format.