Ledger Management - Suppliers

How to View Supplier Accounts and Transactions

How to View a Supplier Account

ℹ️ Supplier Accounts display all the Debit and Credit Entries. Most of the search and filter options are greyed out because they do not apply. Certain filters may switch the interface to Transaction Type View. 

1. Navigate to the Ledger.

2. Select the dates by either choosing pre-set dates next to Set or entering specific dates.

3. Filter = Select Supplier Account from the dropdown list.

4. Account = Select a Supplier from the dropdown list or select All.

5. Click View (button).

How to View Supplier Transactions

1. Navigate to the Ledger.

2. Select the dates by either choosing pre-set dates next to Set or entering specific dates.

3. Filter = Select Transaction Type (Transactions) from the dropdown list.

4. Transaction = Select a Transaction Type that involves Suppliers (e.g. Supplier Invoices, Debit Notes) from the dropdown list.

5. Supplier = Select a Supplier from the dropdown list or select All.

6. Click View (button).

How to View Supplier Transaction Items

1. Navigate to the Ledger.

2. Select the dates by either choosing pre-set dates next to Set or entering specific dates.

3. Filter = Select Transaction Type (Items) from the dropdown list.

4. Transaction = Select a Transaction Type applicable to Suppliers (e.g. Supplier Invoices, Debit Notes).

5. Supplier = Select a Supplier from the dropdown list or select All.

6. Click View (button).

How to Create Supplier Transactions

How to Manually Create Supplier Discounts

ℹ️ 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 reduces your cost of sales. This discount is not shown separately.

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 or Loss as Discount Received.

1. Navigate to the Ledger.

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

3. Enter the Date and Period.

4. Supplier = Select the supplier that the discount applies to from the dropdown list.

5. Amount = Enter the discount amount.

6. 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):

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

• Click Select to choose the invoices by checking the applicable invoices.

9. Change the Status to Complete.

10. Click Save (button).

How to Manually Create Supplier Payments

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

1. Right click the outstanding amount in the Outstanding (column) and select Discount Outstanding from the context menu.

2. Click Yes (button) on the popup to confirm the discount. 

3. The full balance remaining for that transaction is written off as Discount Received.

1. Navigate to the Ledger.

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

3. Enter the Date and Period.

4. Supplier = Select the supplier that made the payment.

5. Bank = Select the bank account from which the payment was made.

6. Amount = Enter the amount paid.

7. VAT = Select No VAT from the dropdown list next to Amount.

8. Enter a Reference and Note.

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

10. 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.

11. Change the Status to Complete.

12. Click Save (button).

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 the Ledger.

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

3. Enter the Date and Period.

4. Supplier = Select the supplier that is refunding you.

5. Bank = Select the bank account into which the refund was paid.

6. Amount = Enter the amount refunded.

7. 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 the Ledger.

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

3. Enter the Date and Period.

4. Supplier = Select the Supplier that was overpaid.

5. Amount = Enter the amount that was overpaid.

6. 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 (e.g. a .pdf printer).

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

How to Output Supplier Accounts 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 Supplier Accounts or Transactions

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

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