Supplier Statement Generation

Supplier Statement Generation

Supplier Statement Generation in EquiBillBook allows you to create professional, formatted statements showing all transactions with a supplier, including purchase bills, payments, advances, and outstanding balances. These statements are useful for reconciliation, sharing with suppliers, or for internal record-keeping.

What is a Supplier Statement?

A Supplier Statement is a comprehensive document showing:

• Supplier information and contact details
• Opening balance for the period
• All purchase bills and invoices
• All payments made to the supplier
• Advance payments and adjustments
• Purchase returns and credit notes
• Running balance after each transaction
• Closing balance and outstanding amount
• Aging information (if applicable)

Accessing Statement Generation

To generate a supplier statement:

1. Navigate to the Suppliers module from the main menu
2. Go to "Supplier Statements" or "Statements"
3. Alternatively, open a supplier's detail page and click "Generate Statement"
4. Select the supplier for which you want to generate a statement
5. Set the date range for the statement period
6. Configure statement options and format
7. Click "Generate Statement" or "Print Statement"

Statement Configuration Options

1. Supplier Selection

Choose the supplier:

• Select from the supplier dropdown list
• Search for supplier by name or code
• Generate statements for multiple suppliers (batch generation)

2. Date Range Selection

Choose the period for the statement:

• This Month: Current month's transactions
• This Quarter: Current quarter's transactions
• This Financial Year: Current financial year's transactions
• Last Month: Previous month's transactions
• Last Quarter: Previous quarter's transactions
• Last Financial Year: Previous financial year's transactions
• Custom Date Range: Any specific period (from date to to date)
• All Transactions: Complete transaction history

3. Statement Format Options

Customize the statement format:

• Detailed Statement: Shows all transaction details
• Summary Statement: Shows summary with key information
• Include Zero Balance: Include transactions even if balance is zero
• Show Aging: Include aging analysis (Current, 0-30 days, 31-60 days, etc.)
• Include Notes: Include transaction notes and descriptions
• Show Payment Allocation: Show which payments were allocated to which bills

Statement Contents

Header Information

The statement header includes:

• Your company name and logo
• Statement title and period
• Statement date
• Supplier name and contact information
• Supplier code or reference number

Transaction Details

Each transaction shows:

• Date: Transaction date
• Type: Transaction type (Purchase Bill, Payment, Advance, Return)
• Reference: Bill number, payment reference, or transaction ID
• Description: Transaction description or narration
• Debit: Amount that increases payable (bills, advances received)
• Credit: Amount that decreases payable (payments, returns)
• Balance: Running balance after the transaction
• Due Date: Payment due date (for purchase bills)

Summary Information

The statement summary includes:

• Opening Balance: Balance at the start of the period
• Total Purchase Bills: Sum of all purchase bill amounts
• Total Payments: Sum of all payment amounts
• Total Returns: Sum of all return amounts
• Closing Balance: Final balance at the end of the period
• Outstanding Amount: Current amount due to the supplier

Aging Analysis (if enabled)

If aging is included, the statement shows:

• Current (not yet due)
• 0-30 days overdue
• 31-60 days overdue
• 61-90 days overdue
• 90+ days overdue

Exporting and Sharing Statements

Export Formats

Statements can be exported in various formats:

• PDF: Professional format for printing or sharing via email
• Excel: For further analysis and manipulation
• CSV: For data import into other systems

Email Sharing

Send statements directly to suppliers:

1. Generate the statement
2. Click "Email Statement" or "Send via Email"
3. Enter recipient email address (supplier's email)
4. Add subject and message (optional)
5. Choose export format (PDF recommended)
6. Click "Send"

Printing Statements

Print statements directly:

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

Statement Use Cases

1. Reconciliation with Suppliers

Use statements to reconcile accounts:

• Generate statement for a specific period
• Compare with supplier's statement
• Identify and resolve discrepancies
• Verify all transactions are recorded correctly

2. Payment Planning

Use statements to plan payments:

• Review outstanding balances
• Identify upcoming due dates
• Prioritize payments based on aging
• Plan cash flow requirements

3. Internal Reporting

Use statements for internal purposes:

• Monthly accounts payable review
• Audit and compliance
• Financial analysis and reporting
• Record-keeping and documentation

4. Dispute Resolution

Use statements to resolve disputes:

• Provide transaction history to suppliers
• Verify payment records
• Clarify outstanding balances
• Document all transactions

Batch Statement Generation

Generate statements for multiple suppliers at once:

1. Go to "Supplier Statements" → "Batch Generation"
2. Select multiple suppliers (or select all)
3. Set date range for all statements
4. Configure format options
5. Choose export format
6. Click "Generate" to create statements for all selected suppliers

Statement Templates

Customize statement appearance:

• Use default statement template
• Customize with your company logo
• Adjust layout and formatting
• Add custom fields or information
• Save custom templates for future use

Best Practices for Supplier Statements

• Generate statements regularly (monthly or quarterly) for reconciliation
• Use consistent date ranges for comparison
• Include aging information for better analysis
• Share statements with suppliers for verification
• Keep archived copies of all statements for record-keeping
• Use statements to verify payment accuracy
• Review statements before sending to suppliers
• Follow up on discrepancies promptly
• Use statements as part of your audit trail

Related Articles

Learn more about:

• Viewing Supplier Transactions
• Supplier Payment History
• Outstanding Balances
• Supplier Aging Reports
• Supplier Statement Reports

Supplier Statement Generation is an essential tool for maintaining accurate accounts payable records, reconciling with suppliers, and managing supplier relationships effectively. EquiBillBook provides flexible statement generation options to meet your business needs.