Ledger Management - Suppliers

How to View Supplier Accounts and Transactions

How to View a Supplier Account

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select the dates by either choosing a pre-set view in the Set (bar), or choose specific dates in the Date (bar).

3. Navigate to Filter (bar) > select Supplier Account.

4. To filter on specific Suppliers, locate the Account (bar), then select the desired Supplier.

5. Click View (button) to display transactions.

ℹ️ The Supplier Account report in the 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 Type View. 

How to View Supplier Transactions

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select the dates by either choosing a pre-set view in the Set (bar), or choosing specific dates in the Date (bar).

3. Navigate to Filter (bar) > select Transaction Type (Transactions).

4. Locate the Transaction (bar), then select a Transaction Type linked with Suppliers (e.g. Supplier Invoices, Debit Notes).

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

6. Click View (button).

How to View Supplier Transaction Items

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select the dates by either choosing a pre-set view in the Set (bar), or choosing specific dates in the Date (bar).

3. Navigate to Filter (bar) > select Transaction Type (Items).

4. Locate the Transaction (bar), then select a Transaction Type linked with Suppliers (e.g. Supplier Invoices, Debit Notes).

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

6. Click View (button).

How to Create Supplier Transactions

How to Manually Create Supplier Discounts

1. Navigate to  Main Menu > Accounting > Ledger.

2. Click the arrow on the New (button) >  Supplier Transactions  > Supplier Discounts (SD).

3. Enter the appropriate Date and Period.

4. Navigate to Supplier (bar) > select the appropriate supplier.

5. Navigate to Amount (bar) and enter the discount amount.

6. (Optional) Enter a Reference and Note.

7. Click Save (button) to display a list of outstanding items.

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. Change the Status to Complete.

10. Click Save (button).

ℹ️ There are two types of discounts applicable to Suppliers: 

1. If a supplier gives you a reduced price, it will be 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 will appear on the Statement of Profit or Loss as Discount Received.

How to Manually Create Supplier Payments

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select New (button) > Supplier Transactions > Supplier Payments (SP).

3. Enter the appropriate Date and Period.

4. Navigate to Supplier (bar) > select the appropriate supplier.

5. Navigate to Bank (bar) > select the appropriate bank.

6. Navigate to Amount (bar) and enter the amount paid.

• Note: The VAT status of the payment can be edited next to the Amount (bar).

7. (Optional) Enter a Reference and Note.

8. Click Save (button) to display a list of outstanding items.

9. Allocate the Payment 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.

10. Change the Status to Complete.

11. Click Save (button).

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

1. Right click on the outstanding amount in the Outstanding (column) and select Discount Outstanding.

2. Select Yes (button) on the pop-up. 

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

How to Manually Create Supplier Refunds

ℹ️ This is the process to follow if you overpaid the Supplier, and the supplier has now refunded you. 

1. Navigate to  Main Menu > Accounting > Ledger.

2. Select New (button) >  Supplier Transactions  > Supplier Refund (SF).

3. Enter the appropriate Date and Period.

4. Navigate to Supplier (bar) > Select the appropriate Supplier.

5. Select the Bank (bar) > Select the desired Bank Account.

6. Navigate to Amount (bar) and enter the amount refunded.

7. (Optional) Enter a Reference and Note.

8. Click Save (button) to display a list of outstanding items.

9. Allocate the Refund 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.

10. Change the Status to Complete.

11. Click Save (button).

How to Manually Create Supplier Overpayments

ℹ️ 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 > Accounting > Ledger.

2. Select New (button) >  Supplier Transactions  > Supplier Overpayment (SOP).

3. Enter the appropriate Date and Period.

4. Navigate to Supplier (bar) > Select the appropriate Supplier.

5. Navigate to Amount (bar) > Enter the amount overpaid.

6. (Optional) Enter a Reference and Note.

7. Click Save (button) to display a list of outstanding items.

8. Allocate the Overpayment 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. Change the Status to Complete.

10. Click Save (button).

How to Print Supplier Accounts or Transactions

1. Click Output (button) to display a dropdown list.

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

3. Select Detailed Ledger or Transactions from the dropdown list.

How to View a Clean Copy of a Supplier Account or Transactions

1. Click Output (button) to display a dropdown list.

2. Click Preview  to display the Transaction Items or 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 E-mail a Supplier Account or Transactions

1. Click Menu (button) > Email Excel to email the list of Transactions in Excel format, or

2. Click Output (button) > Email > Detailed Ledger to email the ledger account in PDF format. 

3. Click Output (button) > Email > Transactions to email the list of Transactions in PDF format. 

Related Topics

• References: Ledger