Suppliers Menu and Reports


Location... Menu Bar

This menu contains items relating to, or dealing, with suppliers and consists of a primary menu with sub-menus for reports and charts.   Items common to reports in general, such as the selection criteria, how to print or save, or email reports, are discussed in the Reports topic.

Primary menu

Changes the main screen display to the Suppliers screen and is the same as clicking the Navigator Bar > Suppliers button.

This menu entry opens a "bulk invoice entry" screen which is designed to speed up data entry when there are several invoices to enter at one time.  Single invoices are probably best entered using the [Invoice] button on the supplier transaction grid.  Either way you use the same invoice entry screen.  Refer to the Supplier Invoice topic for details on the operation of this function.

Statements showing the transactions on each supplier's account are produced via this entry.  Refer also to the Supplier Statements help topic.  A point to note here is that by default the supplier statements will print transactions covering the last two periods.  This is to cater for those users who continue to pay their suppliers in the middle of the month rather than combining them into the final landlord payment run for the period.

Renumber Supplier
We recommend that in general you let the system assign the Supplier Code but where there is a need to assign a new number to an existing supplier you can do so with this option.  First select the supplier you wish to renumber then choose this menu item.  Enter the new supplier code required.  All existing records in the system with the old number will be changed to the new number.  This of course means existing reports and other paper records will have the old supplier code which no longer exists in the system or may be assigned to a new supplier.  Use the Supplier > Notes to record the old and new numbers on both old and new suppliers.

Reports sub-menu

Supplier Listing
Reports the static supplier details, address, phone numbers, etc.

Supplier Ledger
This report shows each transaction affecting the suppliers' account for the selected period(s).

Reading across a line :- 
  • Transaction Number allocated by the system
  • Transaction date entered by you
  • Type of transaction
    - Amount is the total value of the transaction
  • Balance owing to the supplier after this transaction
    - And for Payments 
  • The method of payment
  • Cheque or account number
  • Payee details

    If you select multiple periods a total for each period will be shown.

    By checking the Print Memos box the content of any transaction memo will be printed on the following line(s).

    By checking the "Print Landlord Details" box each line item making up the invoice will be displayed on separate lines and show, reading across the line:-
  • Landlord Code and Name
  • Line item Amount without fees and GST to supplier
  • Line item Amount with fees and GST charged to landlord
  • Property Code and Address

  • The figures for any supplier may be different to those showing on the main supplier screen because that display shows the status as at today.
  • If you have future dated transactions they will not be included on the main screen display but will be in the report.

    Supplier Balances
    Provides a "one-line" snapshot of suppliers accounts.

    Reading across a line :- 
    .....Opening Balance brought forward from last period
    .....+ Invoices entered 
    .....- Payments made to the supplier
    .....= Net credited to the supplier's account
    .....+ the Opening Balance
    .....= Balance owing to the supplier

    When run for the current period the balance shown is for all transactions.  If there are any future dated transactions the balance will be different to that shown on the main Suppliers screen.

    Supplier Payment Details
    Shows the manner the supplier is to be paid normally, the details that will appear on their bank account when paid by direct credit.