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Supplier Ledger (SAF-4051)

Purpose​

The purpose of this procedure is to describe the steps you need to take to generate a report of that lists all transactions that have occurred between the Company and its Suppliers for one or more periods.

This document is called a Supplier Ledger and is generated for either a specific Supplier or for all the Suppliers for a given set of periods.

The report lists all the transactions between the company and the Suppliers in the selected periods and shows what transactions have been captured.

When to use​

You would use this procedure either during the course of a month if you were querying the status of a Supplier's account and then at the end of the month you would generate statements for all Suppliers to access what payments will need to be made during the coming period.

To generate a Supplier Ledger perform the following steps...

  1. Click on Finance on the main menu.

  2. Click Suppliers on the drop down menu.

  3. Click AP Statement (for Accounts Payable) on the side menu.

The system will open a screen titled "Accounts Payable Statement." This provides you with a set of criteria that you can use to filter the information that will be used to generate Supplier Statements.

You will notice that as you enter the screen there is no information displayed. This prevents the system from running unnecessary queries.

To view the information available in this function you need to enter information in the search panel at the top of the screen before the system will display any information in the report.

SHOW SCREEN IMAGE HERE

Search Options​

  1. You can filter the list of transactions in the Accounts Payable Statement screen to show only those transactions that belong to a specific Supplier GROUP. To do this select one Supplier Group from the drop down list of Account Groups.

  2. You can also choose to view only those transactions that occur for a specific Supplier. To do this, enter the Supplier's account code in the Supplier Code field in the search panel. You can also click on the three-dot button in the Supplier Code field and search for a specific Supplier by name using the pop-up Select Supplier window.

  3. You can choose to view only those transactions that occur AFTER a specific date. To do so select the starting date from the drop down calendar that is displayed in the From Date field.

  4. You can choose to exclude transactions that occur AFTER a specific date. To do so select the ending date from the drop down calendar that is displayed in the To date field.

  5. When you have entered specific information in the Search Panel, click the Search button on the form bar. Note that you can also choose to click the Search button without entering any information in the Search Panel and the system will then display all the information related to Supplier transactions on the screen.

Understanding the Information displayed​

The system displays a comprehensive list of information about the various transactions captured against each Supplier's account in the columns on the screen.

WE NEED IMAGE OF THE SCREEN HERE

  1. The Supplier's account code is displayed in the Code column.

  2. The name of the Supplier is displayed in the Supplier Name column.

  3. The transaction type is displayed in the Transaction Type column.

The instalment can be caused by a deposit that needs be paid when placing a Purchase Order, then the Transaction Type will be PO or...

The instalment can be caused by an invoice received from a Supplier, then the Transaction Type will be PO Invoice.

A payment made to a Supplier is assigned a Transaction Type of Receipt.

  1. The system displays the transaction number in the Transaction No column. This allows you to easily find any transaction that has been captured against that Supplier's account.

  2. The system displays the date of the transaction in the Transaction Date column.

  3. Any additional reference number, such as an internal order number or job number that was captured on the Purchase Order or Purchase Order Invoice is displayed in the Reference Number column.

  4. The system displays the Term Detail Name in the Payment Terms column. This is the rule in the payment terms that created the instalment displayed in the list.

  5. The system displays any transaction that increased the Supplier's account balance in the Debit column.

  6. The system displays any transaction that decreased the Supplier's account balance in the Credit column.

  7. The system displays the running balance after each debit or credit transaction in the Balance column.

  8. The system display information about any payments made to date against a specific instalment in the Payments to Date column.

  9. To print a statement for the Supplier, click the Print button on the form bar and

  10. then click the Supplier Ledger menu item.

  11. The system displays the report in a Print Preview window.

You can choose to either print, fax or email the ledger.

  1. To simply Print the Supplier Ledger, click the Printer Icon.

  2. To close this screen, click the close button at the top of the screen.

This is the end of this procedure.

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