Transaction enquiry (supplier)
The transaction enquiry provides a detailed breakdown of each transaction held on the supplier's account, for current transactions and also archived transactions.
You can view the current status of a transaction to establish whether it has been fully paid, part paid or remains outstanding, and also to see if it has a query flag against it. You can also view the URN The unique reference number assigned to a complete transaction to assist in tracing the progress of the transaction through Sage 200. This number is 12 digits long and comprises of: 3 digits for the user number, 2 digits for the source module in which the transaction was created, and a 7 digit sequential reference number. (unique reference number) which can be used to trace the transaction to the Nominal Ledger.
For more detailed information you can view the nominal, allocations, VAT, or bank breakdown on the transaction, and print the details.
Although you cannot change supplier information through this enquiry, 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.
Note: You can use any letter for the query flag apart from the reserved character U for unauthorised transactions.
Use the supplier transaction enquiry
Open: Purchase Ledger > Purchase Enquiries > Transaction Enquiry.
- Select the account you want to query.
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Select a transaction to display its details.
You can also view historical transactions on the supplier's account.
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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.
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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.
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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.
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Note: For foreign currency transactions with settlement discounts, you may see rounding discrepancies with the VAT Discount and VAT values displayed here.
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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:
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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.
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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.
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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.
Overview
Supplier workspaces and enquiries
Other tasks
Creditors reconciliation enquiry
Reference