Supplier enquiries

Use the supplier enquiries to investigate and find information about your supplier accounts and transactions. You can find the amounts you owe your suppliers and when you last made a payment to them. This helps you to determine the status of individual accounts.

The following enquiries are available:

Supplier Enquiry

Open: Suppliers > Supplier Enquiries > Supplier Enquiry.

Use this to view details about individual supplier accounts, such as their contact details, turnover (by month and year), and aged debt.

Use the supplier enquiry

Select the account you want to view.
Choose the information that you want to view by selecting the appropriate tab: Company, General, Terms, Credit, Analysis Codes, Aged Balances, Turnover, Turnover by Year, Attachments, Memo.
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.
If the supplier account is set for electronic payments an additional Bank tab will also be displayed.
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.
An * (asterisk) is displayed on the Alerts tab if there are active alerts.

Supplier Transaction Enquiry

Open: Suppliers > Supplier Enquiries > Supplier Transaction Enquiry.

Use this to see a detailed breakdown of transactions posted to your supplier.

Use the supplier transaction enquiry

Select the account you want to query.
Select a transaction to display its details.
Select the Show outstanding only check box to display those transactions that are left outstanding.
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.
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.
You can print drilldown details for those displayed by clicking Print Drilldown.

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 unassign query flags on transactions:

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

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

Note: You can use any letter for the query flag 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

Open: Suppliers > Supplier Enquiries > Creditors Reconciliation Enquiry.

Use the Creditors Reconciliation Enquiry to investigate differences between the Aged Creditors report and the balance of the Creditors Control Account.

Use the 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.