Payment Reports

Supplier Payment Reports

Supplier payment reports provide detailed insights into your payment transactions, helping you analyze payment patterns, track outstanding amounts, and maintain accurate financial records. EquiBillBook offers various payment reports to meet different business needs.

Types of Supplier Payment Reports

EquiBillBook provides several types of supplier payment reports:

• Supplier Payment Report: Detailed list of all payments made to suppliers
• Outstanding Payables Report: Unpaid and partially paid purchase bills
• Aging Analysis Report: Payables categorized by age
• Supplier Statement: Complete transaction history for a supplier
• Payment Method Report: Payments grouped by payment method
• Date Range Payment Report: Payments within a specific period

Accessing Payment Reports

To access supplier payment reports:

1. Navigate to Reports in the main menu
2. Click on "Payables Reports" or "Supplier Payment Reports"
3. Select the specific report you need
4. Configure filters and date ranges
5. Generate the report

Supplier Payment Report

The Supplier Payment Report shows all payments made to suppliers:

Information Included:

• Payment date
• Supplier name
• Payment amount
• Payment method
• Reference number
• Purchase bill number (if applicable)
• Account from which payment was made
• Notes and remarks

Use Cases:

• Review all payments made in a period
• Verify payment records
• Audit payment transactions
• Analyze payment patterns

Filters Available:

• Date range
• Supplier
• Payment method
• Branch/location
• Account

Outstanding Payables Report

The Outstanding Payables Report lists all unpaid and partially paid purchase bills:

Information Included:

• Purchase bill number and date
• Supplier name
• Bill amount
• Amount paid
• Outstanding amount
• Due date
• Days overdue (if applicable)
• Payment status

Use Cases:

• Identify bills requiring payment
• Track payment due dates
• Plan payment schedule
• Monitor accounts payable

Filters Available:

• Supplier
• Due date range
• Payment status (Due, Overdue, Partially Paid)
• Amount range
• Branch

Aging Analysis Report

The Aging Analysis Report categorizes payables by their age:

Categories:

• Current: Not yet due
• 0-30 days: Due within 30 days or overdue up to 30 days
• 31-60 days: Overdue 31-60 days
• 61-90 days: Overdue 61-90 days
• 90+ days: Overdue more than 90 days

Information Included:

• Supplier name
• Total outstanding amount
• Amount in each aging bucket
• Percentage distribution

Use Cases:

• Identify long-overdue payments
• Prioritize payment schedule
• Assess payment health
• Financial analysis and planning

Supplier Statement Report

The Supplier Statement provides a complete transaction history for a specific supplier:

Information Included:

• All purchase bills
• All payments made
• Advance payments
• Purchase returns (if applicable)
• Running balance
• Opening balance
• Closing balance

Use Cases:

• Reconcile with supplier statements
• Review complete supplier account
• Resolve discrepancies
• Share with suppliers for verification

Filters Available:

• Supplier (required)
• Date range
• Transaction type

Payment Method Report

The Payment Method Report groups payments by payment method:

Information Included:

• Payment method name
• Number of payments
• Total amount by method
• Percentage of total payments
• Detailed payment list by method

Use Cases:

• Analyze payment method usage
• Reconcile by payment method
• Financial analysis
• Payment method optimization

Date Range Payment Report

Generates payment reports for specific date ranges:

Customizable:

• Start date and end date
• Additional filters (supplier, method, etc.)
• Grouping options

Use Cases:

• Monthly payment review
• Quarterly analysis
• Yearly summaries
• Custom period analysis

Configuring Report Filters

Most reports allow you to configure filters:

• Date Range: Select start and end dates
• Supplier: Filter by specific supplier(s)
• Payment Method: Filter by payment method
• Branch: Filter by branch/location
• Account: Filter by payment account
• Status: Filter by payment status
• Amount Range: Filter by amount range

Exporting Reports

Reports can be exported in various formats:

• PDF: For printing or sharing
• Excel: For further analysis and manipulation
• CSV: For data import into other systems

Export Options:

• Export current view
• Export all data (if paginated)
• Choose export format
• Customize export settings

Printing Reports

Reports can be printed directly:

• Use print preview before printing
• Adjust page settings if needed
• Select specific pages to print
• Save as PDF for digital printing

Report Scheduling

Some systems allow scheduled reports:

• Schedule reports to run automatically
• Email reports to specific recipients
• Set up recurring reports (daily, weekly, monthly)
• Configure report parameters for scheduled reports

Best Practices for Using Payment Reports

• Run reports regularly for monitoring and analysis
• Use appropriate date ranges for meaningful insights
• Export reports for record-keeping and audit purposes
• Compare reports over time to identify trends
• Use aging analysis to prioritize payments
• Reconcile reports with bank statements
• Share relevant reports with stakeholders
• Maintain historical report archives
• Use reports for financial planning and budgeting

Common Report Use Cases

Monthly Payment Review

Use the Date Range Payment Report:

• Set date range for the month
• Review all payments made
• Compare with budget or forecasts
• Identify any anomalies

Payment Planning

Use the Outstanding Payables and Aging Analysis Reports:

• Identify upcoming due payments
• Prioritize based on due dates and amounts
• Plan payment schedule
• Assess cash flow requirements

Supplier Reconciliation

Use the Supplier Statement Report:

• Generate statement for specific supplier
• Compare with supplier's statement
• Identify and resolve discrepancies
• Maintain accurate records

Related Articles

Learn more about:

• Recording Supplier Payments
• Payment Due Tracking
• Payment Reconciliation
• Payment Methods for Suppliers

Supplier payment reports are essential tools for managing accounts payable, analyzing payment patterns, and maintaining accurate financial records. EquiBillBook provides comprehensive reporting capabilities to help you make informed decisions about supplier payments.