Supplier Ledger Tutorial

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.

How to View a Supplier Account#

1. Navigate to Main Menu > Accounting > Ledger.
2. Filter = Select Supplier Account.
3. Dates = Select a date range from the dropdown list next to Set, or select your own dates on the calendar.
4. Supplier = Select the supplier.
   • Note: You must select one supplier. 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 > Accounting > Ledger.
2. Filter = Select Transactions.
3. Entry Type = Select any of the Entry Types created for supplier transactions (for example, Supplier Invoices, Supplier Debit Notes, Supplier Payments).
4. 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 > Accounting > Ledger.
2. Filter = Select Transaction Items.
3. Entry Type = Select any of the Entry Types created for supplier transactions (for example, Supplier Invoices, Supplier Debit Notes or Supplier Payments).
4. Supplier = Select a supplier, or select All to view all the transactions.
5. Click View (button).

How to Filter a Supplier Account by Currency#

1. Currency = If you use more than one currency, select the currency.
   • Note: If you have only one currency, the selection reverts to that currency.
2. Click View (button).

How to Manually Create Supplier Discounts#

1. Navigate to Main Menu > Accounting > Ledger.
2. Click New (button) > mouse-over Supplier Transactions and click Supplier Discounts.
3. Date and Period = Enter the date and period.
4. Dr. Supplier = Select the supplier.
5. Total (Inc) = Enter the discount amount, and select the VAT if applicable (the default is Standard VAT).
   • Note: If the original invoice that is being discounted includes VAT, the discount must also include VAT.
6. Reference and Note = Enter a reference and a note.
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 checking the checkbox next to the applicable invoices.
9. Click Done (button).

How to Manually Create Supplier Payments#

1. Navigate to Main Menu > Accounting > Ledger.
2. Click New (button) > mouse-over Supplier Transactions and click Supplier Payments.
3. Date and Period = Enter the date and period on the bank statement.
4. Dr. Supplier = Select the supplier.
5. Cr. Bank = Select the bank account.
6. Total (Inc) = Enter the amount paid, and select No VAT.
7. Reference and Note = Enter a reference and a note.
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 checking the checkbox next to the applicable invoices.
   • If the account has a previous overpayment, 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 the outstanding amount and select Discount Outstanding.
    • Confirm the popup: Discount the outstanding?
    • The full balance remaining for that transaction is written to Discount Received.
11. Click Done (button).

How to Manually Create Supplier Refunds#

1. Navigate to Main Menu > Accounting > Ledger.
2. Click New (button) > mouse-over Supplier Transactions and click Supplier Refunds.
3. Date and Period = Enter the date and period on the bank statement.
4. Cr. Supplier = Select the supplier.
5. Dr. Bank = Select the bank account.
6. Total (Inc) = Enter the amount received, and select No VAT.
7. Reference and Note = Enter a reference and a note.
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 checking the checkbox next to the applicable invoices.
   • If there are no outstanding items, you can still process the refund. It remains as a credit on the account.
10. Click Done (button).

How to Manually Create Supplier Overpayments#

1. Navigate to Main Menu > Accounting > Ledger.
2. Click New (button) > mouse-over Supplier Transactions and click Supplier Overpayments.
3. Date and Period = Enter the date and period on the bank statement.
4. Cr. Supplier = Select the supplier.
5. Total (Inc) = Enter the amount received, and select No VAT.
6. Reference and Note = Enter a reference and a note.
7. Click Save (button).
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, or
   2. Click Select to choose the invoices by checking the checkbox next to the applicable invoices.
   3. If there are no outstanding items, you can still process the overpayment. It remains as a credit on the account.
9. Click Done (button).

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.