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  1. In the main menu navigate to Suppliers > Supplier Management. Existing Suppliers are displayed in alphabetical order.

  2. To find the required Supplier use the search boxes to filter the Supplier records. See Searching for Suppliers for further details.

  3. Navigate to the Inquiry tab. All Supplier transactions are displayed.

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The following tasks may be performed on Supplier transactions:

Task

Description

Viewing Purchase Details

Individual Purchase details may be viewed by filtering the transaction records and double clicking on a Purchase record. 

Viewing Payment Details

To view the details of a Payment highlight the required transaction and click the View Payment Details button image-20240820-193613.pngImage Modified

Refresh Current Search

To view all current transactions, including recently posted Purchases and Payments, click the Refresh button image-20240820-193621.pngImage Modified

Viewing a Transaction Journal

To view the General Ledger Journal details of a transaction, highlight it and click on the General Ledger button image-20240820-193633.pngImage Modified. The Journal type may be Creditor Purchase (CI) or Creditor Payment (CP). See Viewing a Supplier Transaction Journal.

Quick Adjustment

A Quick Adjustment is useful for writing off small amounts such as discrepancies in Foreign Currency transactions. The Cleanup Transactions button is used to make a Quick Adjustment. For further instructions see Enter a Quick Adjustment.

Move Highlighted Transaction to Another Supplier

An outstanding transaction can be transferred to another Creditor by clicking the Move Highlighted Transaction button image-20240820-193701.pngImage Modified. See Move Highlighted Transaction to Another

Customer

Supplier.

Modify Effective Date of Journal

To modify the Effective Date of a transaction, highlight it and click the Modify Effective Date button image-20240820-193720.pngImage Modified. Select the new Effective Date from the pop-up calendar window and click OK.

Reverse Highlighted Transaction*

A transaction may be reversed by highlighting it and clicking the Reverse button image-20240820-193733.pngImage Modified. Click Yes to confirm and enter a reason for the reversal. Invoices (CI) will be returned to status N, Payments (CP) will be removed from the system entirely.

View Current and Aged Totals

The right side of the Inquiry tab displays a summary of the current ageing status of the Supplier for Current, 1 Month (30 Days), 2 Months (60 Days), 3 Months (90 Days), and Total balances outstanding.

Hold/Unhold

The Hold/Unhold button image-20240820-193753.pngImage Modified allows outstanding invoices and receipts to be put on hold. Placing a hold on a transaction will highlight the outstanding balance in purple. Once a transaction is put on hold, it disables receipting/applying on the transaction. See Place a Purchase on Hold.

Consolidate Payments

Supplier Invoices may viewed as Consolidated Invoices by selecting the Consolidate Payments checkbox on the right side of the Inquiry tab.

Using Apply View

The Applied View displays a list of all Purchases, Supplier Invoices and Payments sorted by Supplier. To display the Applied view select the Show Zeros checkbox on right side of the Inquiry tab.  See Review Past Supplier Activity .

Transaction Notes

Transaction Notes can be used to store history or useful information about a transaction. To display a larger editor for easy entry, double click on the Transaction Notes box. See
Transaction Notes.

View Event Log

To view the Event Log of a transaction click the View Events button image-20240820-193809.pngImage Modified. See Purchase Invoice Event Log  for further information.