This shows the trading history between you and your supplier. It shows your credit limit with them, the balance owed, as well as the total you have paid and the expenditure for the year.
Each line represents a transaction such as an invoice or a payment.
To view the activity, click Suppliers, either highlight the required supplier and click Activity at the top of the screen or double click the required supplier record the click Activity.
Viewing the Supplier activity
A/C – This shows the supplier account reference.
Name – This shows the name of the supplier.
Credit Limit – This shows the credit limit entered in the Credit Control tab.
Balance – The current balance of the supplier account.
Amount Paid– Total payments made to the supplier.
Turnover YTD – The year to date turnover value for this supplier. This value is net of VAT. The YTD figure is taken from the Purchases tab and clears when you run the year end routine. You can manually amend this value in the Purchase tab.
O/s Only – If ticked, the window will update to display outstanding transactions only. Untick to show all transactions.
Attach – Add or view attachments from this column.
No – the number of the transaction.
Type – The following transaction types may appear:
PI = Purchase Invoice
PP = Purchase Payment
PC = Purchase Credit
PA = Purchase Payment on Account
PD = Purchase Discount
PR = Purchase Receipt
Date – The date of the transaction.
Due on – The transaction due date.
Ref. – The transaction reference.
Exchange Rate – The exchange rate of the transaction (will not show if foreign currency not set up)
Details – Any details entered for the transaction.
Amount – The value of the transaction.
O/S – The amount of the transaction that is still outstanding.
TIP – *=Transaction is fully outstanding. P=transaction is part paid.
Debit – If the transaction represents a debit, its value appears here.
Credit – If the transaction represents a credit, its value appears here.
Show details – opens a window breaking down any selected transaction into its component parts. For example, a purchase payment is broken down into the invoices it paid off, and an invoice lists any receipts allocated against in.
Hide Details Closes the window showing the detailed breakdown.
View transaction – To view the full details of the transaction, select the required transaction then click View transaction or you can double-click the transaction.
View Bank charges – If you use the bank charges feature, to view any bank charges associated with the supplier, click View bank charges.
Amending or removing transactions
Edit transaction – to amend a transaction while in the activity window, click the transaction then click Edit transaction.
Unallocate transaction – If you have posted a payment or credit against an invoice in error, you can use the Unallocate option to unlink the transaction. A purchase payment (PP) becomes a payment on account (PA) when it is unallocated, then it can be allocated against a different invoice.
Delete transaction – To delete a transaction while in the activity window, click the transaction then click the Delete transaction.
Aged balances – At the foot of the window aged balanced appear, broken down into boxes according to the ageing method chosen in Settings > Supplier Defaults > Ageing.
If you would like further help with the Supplier activity screen or need any other help with your Sage Accounts please contact us