Supplier Statement Reports

Supplier Statement Reports

Supplier Statement Reports in EquiBillBook provide formatted statements showing complete transaction history for suppliers, including purchase bills, payments, advances, and outstanding balances. These reports are essential for reconciliation, sharing with suppliers, and maintaining accurate accounts payable records.

What are Supplier Statement Reports?

Supplier Statement Reports include:

• Complete transaction history for suppliers
• Formatted statements with professional layout
• Purchase bills and invoices
• Payment history
• Outstanding balances and aging information
• Summary totals and balances

Accessing Statement Reports

To generate supplier statement reports:

1. Navigate to the Reports module from the main menu
2. Click on "Supplier Reports" or "Payables Reports"
3. Select "Supplier Statement Report" or "Supplier Statements"
4. Alternatively, go to Suppliers → "Statements" → "Generate Statement"
5. Select supplier(s) and configure report parameters
6. Click "Generate Report" or "Print Statement"

Report Configuration Options

1. Supplier Selection

Choose suppliers for statements:

• Single Supplier: Generate statement for one supplier
• Multiple Suppliers: Generate statements for selected suppliers
• All Suppliers: Generate statements for all suppliers with activity
• Suppliers with Outstanding: Only suppliers with outstanding balances
• Suppliers by Category: Filter by supplier category

2. Date Range Selection

Choose the period for statements:

• 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
• Custom Date Range: Any specific period (from date to to date)
• All Transactions: Complete transaction history
• Year to Date: From start of year to current date

3. Statement Format Options

Customize 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
• Include Opening Balance: Show opening balance for the period
• Group by Transaction Type: Group transactions by type

Statement Report Contents

Header Information

Each statement includes:

• Your company name and logo
• Statement title ("Supplier Statement")
• Statement period (date range)
• Statement generation date
• Supplier name and contact information
• Supplier code or reference number
• Supplier address

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 Section

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
• Total Advances: Sum of advance payments
• 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:

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

Batch Statement Generation

Generate statements for multiple suppliers:

1. Select "Batch Generation" or "Multiple Suppliers"
2. Select multiple suppliers (or select all)
3. Set date range for all statements
4. Configure format options
5. Choose export format (PDF, Excel)
6. Click "Generate" to create statements for all selected suppliers
7. Download statements individually or as a ZIP file

Exporting Statement Reports

Export statements in various formats:

• Export to PDF: Professional format for printing or sharing via email (recommended)
• Export to Excel: For further analysis and manipulation
• Export to CSV: For data import into other systems
• Print: Print statements directly from the system

Emailing Statement Reports

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"
7. For batch: Send to multiple suppliers at once

Statement Report Use Cases

1. Reconciliation

Use for reconciling with suppliers:

• Generate monthly or quarterly statements
• Compare with supplier statements
• Identify and resolve discrepancies
• Verify all transactions are recorded correctly

2. Payment Planning

Use for payment planning:

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

3. Supplier Communication

Use for supplier communication:

• Share statements with suppliers for verification
• Provide transaction history
• Clarify outstanding balances
• Resolve disputes

4. Internal Reporting

Use for internal purposes:

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

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 Statement Reports

• 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
• Schedule regular statement generation

Related Articles

Learn more about:

• Supplier Statement Generation
• Viewing Supplier Transactions
• Supplier Payment Reports
• Supplier List Reports
• Outstanding Balances

Supplier Statement Reports are essential tools for maintaining accurate accounts payable records, reconciling with suppliers, and managing supplier relationships effectively. EquiBillBook provides comprehensive statement reporting capabilities to meet your business needs.