Supplier workspaces and enquiries

Account Enquiry

Account Enquiry is an enquiry form.

To use the account enquiry:

Open: Purchase Ledger > Purchase Enquiries > Account Enquiry.

Select the account you want to view.
Choose the information that you want to view by selecting the appropriate tab: Company, Contacts, General, Terms, Credit, Analysis Codes, Aged Balances, Turnover, Turnover by Year, Attachments, Memo, Alerts.
The Turnover tab displays the Invoices, Credit Notes, and Receipts/Payments amounts for a given period. The Invoice and Credit Note figures do not include the VAT amounts on the transactions. The figures displayed in the Receipts/Payments column do not include the discount amounts due on any associated transactions.
An * (asterisk) is displayed on the Memo tab if there are active memos.
- To add memos, select the Memo tab and click Add.
  
  Enter the memo text and click OK.
  
  The memo details are added, along with the date and time that it was added as well as the user who created the memo.
- To amend the memo information, click Edit.
- To remove the memo, click Delete.
- By default, memos that you add will be marked as Active. This can be changed by selecting the active memo and clicking Set as Inactive.
- Select Show memo text to view the full text of the memo.
You can set up alerts on a supplier account, to show messages whenever you deal with that supplier. For example, if a supplier has specific requirements, you can set up a reminder message that will be displayed whenever you enter an order for that supplier.

An * (asterisk) is displayed on the Alerts tab if there are active alerts.

Transaction Enquiry

Transaction Enquiry is an enquiry form.

To use transaction enquiry:

Open: Purchase Ledger > Purchase Enquiries > Transaction Enquiry.

Select the account you want to query.
Select a transaction to display its details.

You can also view historical transactions on the supplier's account.
Select the Show outstanding only check box to display those transactions that are left outstanding.

You can choose to have this selected by default in the Purchase Ledger settings Supplier Defaults tab.
Enter the number of transactions you want to display on the Current tab, in the Maximum number of transactions to display box. You can choose to display up to 999999 transactions.

You can choose the number of transactions you want to display by default, in the Purchase Ledger settings Supplier Defaults tab.
Select Trans. detail, Nominal, Allocation Session, Allocation History, VAT, Bank, Memo from the drilldown to see a detailed breakdown.

You can Add or Delete memo text, and Set As Inactive in the memo drilldown.
If you are using the Project Accounting module, you can also select the Project Analysis option from the drilldown list. Selecting the Project Analysis option updates the window to display the project transaction details.
You can print drilldown details for those displayed by clicking Print Drilldown.

Drilldown details will only be available if the transactions exist and have not been purged from the relevant files.
Note: For foreign currency transactions with settlement discounts, you may see rounding discrepancies with the VAT Discount and VAT values displayed here.

If you are using purchase orders, you can view orders and returns for this supplier.
- To view orders for this customer, select View Orders.
- To view returns for this customer, select View Returns.
You can assign and remove query flags on transactions:

To assign a query flag, click in the Query box on the transaction line and enter a letter for the query flag.

This prevents further actions on the transaction until you remove the query flag.

Note: You can use any letter apart from the reserved character U for unauthorised transactions.
To remove a query flag, click in the Query box on the transaction line and delete the query flag.

You may now perform other actions on the transaction.

To view or add file attachments for a purchase invoice or credit note, select the transaction then select Attached Documents. See Scan and attach documents.

Creditors Reconciliation Enquiry

Creditors Reconciliation is an enquiry form.

To use the creditors reconciliation enquiry:

Open: Purchase Ledger > Purchase Enquiries > Creditors Reconciliation Enquiry.

Select an accounting period and click Display to display the reconciliation information for the period.

Creditors Opening Balance	This shows the balance on the creditor's control nominal account at the start of the period. Select this to show in the Drilldown Details the value for each account nominated as a creditor's control account.
Invoices, Credit Notes, Payments and Receipts	These show the total of the original base currency value of all purchase ledger transactions that are posted to the nominal ledger for the selected accounting period. Select the transaction type to show in the Drilldown Details the value of each transaction.
Opening Balances	This shows the total net value of opening balances dated in the selected period is shown. Opening balances do not update the Nominal Ledger and so do not carry an accounting period. However, opening balances are included on the aged credit reports. The incorrect use of opening balances can cause discrepancies, so these details are shown to help you identify possible problems with this.
Currency Adjustments	Currency adjustment transactions that update the Nominal Ledger in the accounting period are shown. Select the line to show in the Drilldown Details the value of each currency adjustment transaction.
Net Change	The value of net change for the accounting period is shown.
Creditors Closing Balance	This shows the balance on the creditor's control nominal account at the end of the period. Select this to show in the Drilldown Details the value for each account nominated as a creditor's control account.
Discrepancy	Any discrepancy between the creditor's control nominal account opening balance (plus net change for the period) and the closing balance is shown here.

When you have finished viewing the details, click Close.

Accounts

Accounts is a workspace.

Use this to see details of your supplier accounts such as address and contact details, aged balances and so on.

You can:

Select a supplier account and see the details, contacts, factor houses, credit details, aged balances, analysis codes, turnover, attachments and memos.
Open a related workspace with the content already filtered. For example, if you want to view the transactions for a specific account, select the account (using the check box) and choose Actions > Supplier Current Transaction Enquiry. The Supplier Current Transaction Enquiry workspace opens with the list of transactions filtered for the selected account.

Note: This option is not available if you have more than one row selected.
Add a memo to an account. Select the account (using the check box) and choose Actions > Add Memo.
Desktop only - Complete related tasks from the list of Actions, such as amending an account, or entering an invoice or purchase order for a selected account.
Sort and filter the list of accounts. Use the filter options to see information such as supplier accounts by analysis code, or by credit limit, or by accounts on hold.
Search for a specific account. For example, use the toolbar filter to find an account by reference or name.
Print a list of the accounts that you are interested in.
Export the list of accounts that you are interested in to an Excel spreadsheet.
Run related reports.

Current Transactions

Current Transactions is a workspace.

Use this to see a detailed breakdown of each current transaction held on your supplier accounts. You can use this to establish whether it has been fully paid, part paid or remains outstanding.

You can:

Select a transaction and see the transaction details, allocation details, associated bank transactions, associated purchase document lines, memos and view nominal, VAT and project details.
Open a related workspace with the content already filtered. For example, if you want to view the account for a specific transaction, select the transaction (using the check box) and choose Actions > Supplier Account Enquiry. The Supplier Account Enquiry workspace opens with the list of accounts filtered for the selected transaction.

Note: This option is not available if you have more than one item selected.
View and add a query flag to a transaction.

You can assign or remove a query flag on a transaction. Placing a query prevents further actions on a transaction until you remove the query. This is different from applying an On Hold flag to the whole account.

To add a query flag, select the transaction and choose Actions > Query Code.

Note: Sage 200 automatically assigns the following query flag: U for unauthorised transaction. Other than this letter you can apply any letter to the transaction that is meaningful to you.
Add a memo to a transaction. Select the transaction (using the check box) and choose Actions > Add Memo.
Desktop only - Complete related tasks from the list of Actions, such as amend an allocation.
Sort and filter the list of transactions. Use the filter options to see information such as outstanding transactions, transactions by due date, transactions for a specific supplier, or transactions by settlement discount due date and so forth.
Search for a specific transaction. For example, use the toolbar filter to find a transaction by reference, date, or value.
Print the details of transactions you are interested in.
Export the details of transactions you are interested in to an Excel spreadsheet.
Run related reports.

Archived Transactions

Archived Transactions is a workspace.

Use this to see a detailed breakdown of the archived transaction held on your supplier accounts.

Transactions are archived when you run the Period End Routines > Account Maintenance option, using the options selected on the Purchase Ledger Settings | Supplier Defaults tab.

You can:

Select a transaction and see the transaction details, associated bank transactions, and view nominal, VAT and project details.
Open a related workspace with the content already filtered. For example, if you want to view the account for a specific transaction, select the transaction (using the check box) and choose Actions > Supplier Account Enquiry. The Supplier Account Enquiry workspace opens with the list of accounts filtered for the selected transaction.

Note: This option is not available if you have more than one item selected.
Sort and filter the list of transactions. Use the filter options to see information such as outstanding transactions, transactions by due date, transactions for a specific supplier, by settlements discount due date and so on.
Search for a specific transaction. For example, use the toolbar filter to find a transaction by reference, date, or value.
Print the details of transactions you are interested in.
Export the details of transactions you are interested in to an Excel spreadsheet.

Payments Control

Payments Control is a workspace.

Use this to view and make enquiries about the suppliers that you owe money to. Only those suppliers with overdue balances are displayed.

You can:

Select a supplier and see all outstanding transactions for that supplier as well as details of the supplier account such as contacts, turnover, memos, disputed transactions and terms.
Select an overdue transaction for a selected supplier and see all details for that transaction such as associated nominal transactions, allocation history or memos.
Sort and filter the list of suppliers. Use the filter options to see information such as a list of suppliers with balances over their credit limit or a list of suppliers with balances that are over a certain value.
Sort and filter the list of transactions for a selected supplier. Use the filter options to see information such as a list of transactions by due date, or by transaction type.
Desktop only - Complete related tasks from the list of Actions, such as amend an allocation.
Search for a specific supplier or a specific transaction for a supplier. For example, use the toolbar filter to find an account by name or reference.
Print the details of supplier accounts or transactions that you are interested in.
Export the details of the supplier accounts or transactions that you are interested in to an Excel spreadsheet.
Run related reports.

Suggested Payments

Suggested Payments is a workspace.

This is only available in the desktop:

Open: Purchase Ledger > Period End > Payment Processing > Suggested Payments.

Use this to check the payment amounts for each supplier and the transactions that make up that amount.

You can:

Select a supplier and see the total cheque value and invoices and credit notes that are included in the cheque value.
Complete related tasks from the list of Actions, such as process the payments for the selected supplier.
Open a related workspace with the content already filtered. For example, if you want to view the account for a specific payment, select the payment (using the check box) and choose Actions > Supplier Account Enquiry. The Supplier Account Enquiry workspace opens with the list of accounts filtered for the selected transaction.

Note: This option is not available if you have more than one item selected.
Desktop only - Complete related tasks from the list of Actions, such as generate or amend suggested payments.
Sort and filter the list of suppliers. Use the filter options to see information such as all suppliers with suggested payment above a certain value, or suppliers with payments above the maximum cheque value.
Search for a specific supplier or transaction. For example, use the toolbar filter to find a supplier by account reference or cheque value or to find a transaction by reference or due date.
Print the list of suppliers or transactions that you are interested in.
Export the list of suppliers or transactions that you are interested in to an Excel spreadsheet.
Run related reports.

Supplier List workspace

Note: This is a workspace equivalent to the desktop list in Sage 200.

Use this to see a list of all your suppliers.

You can:

Open a related workspace with the content already filtered. For example, if you want to view the transactions for a specific account, select the account (using the check box) and choose Actions > Supplier Current Transaction Enquiry. The Supplier Current Transaction Enquiry workspace opens with the list of transactions filtered for the selected account.

Note: This option is not available if you have more than one row selected.
Add a memo to an account. Select the account (using the check box) and choose Actions > Add Memo.
Desktop only - Complete related tasks from the list of Actions, such as amending an account, or entering an invoice or purchase order for a selected account.
Sort and filter the list of accounts. Use the filter options to see information such as supplier accounts by analysis code, or by credit limit, or by accounts on hold.
Search for a specific account. For example, use the toolbar filter to find an account by reference or name.
Print a list of the accounts that you are interested in.
Export the list of accounts that you are interested in to an Excel spreadsheet.