Viewing Supplier Transactions

Viewing Supplier Transactions

Viewing supplier transactions in EquiBillBook allows you to monitor all financial activities related to your suppliers, including purchase bills, payments, advances, and returns. This comprehensive view helps you track supplier account activity and maintain accurate accounts payable records.

Understanding Supplier Transactions

Supplier transactions include all financial activities related to suppliers:

• Purchase bills and invoices from suppliers
• Payments made to suppliers
• Advance payments to suppliers
• Purchase returns and credit notes
• Debit notes and adjustments
• Opening balances
• Journal entries affecting supplier accounts

Accessing Supplier Transactions

To view supplier transactions in EquiBillBook:

1. Navigate to the Suppliers module from the main menu
2. Click on "Supplier Transactions" or "Transactions"
3. Alternatively, open a supplier's detail page and click on "View Transactions" or "Transaction History"
4. Select the supplier you want to view (if viewing from the main transactions page)
5. Set date filters if needed to view transactions for a specific period

Supplier Transaction View

The supplier transaction view displays detailed information about each transaction:

Information Displayed:

• Transaction Date: Date when the transaction occurred
• Transaction Type: Type of transaction (Purchase Bill, Payment, Advance, Return, etc.)
• Reference Number: Bill number, payment reference, or transaction ID
• Description: Transaction description or narration
• Debit Amount: Amount that increases your payable (purchase bills, advances received)
• Credit Amount: Amount that decreases your payable (payments, returns, advances paid)
• Balance: Running balance after each transaction
• Status: Transaction status (Paid, Partially Paid, Due, Overdue)
• Due Date: Payment due date (for purchase bills)

Filtering Supplier Transactions

Use filters to narrow down your transaction view:

• Supplier Filter: Select a specific supplier to view transactions for that supplier only
• Date Range: Filter transactions by date range (from date to to date)
• Transaction Type: Filter by transaction type (All, Purchase Bills, Payments, Advances, Returns)
• Status Filter: Filter by payment status (All, Paid, Partially Paid, Due, Overdue)
• Search: Search for specific transactions using reference numbers, bill numbers, or keywords

Steps to Apply Filters:

1. Expand the Filter section at the top of the transactions page
2. Select the desired Supplier from the dropdown (or leave as "All Suppliers")
3. Choose the Date Range using the date picker
4. Select Transaction Type if you want to filter by specific types
5. Select Status if you want to filter by payment status
6. Click "Search" or "Apply Filters" to refresh the transaction list
7. Click "Clear" or "Reset" to remove all filters

Transaction Types Explained

1. Purchase Bills

Transactions from purchase bills created:

• Shows bill amount as debit (increases payable)
• Displays bill number and date
• Shows due date and payment status
• Click to view full bill details

2. Payments

Payments made to suppliers:

• Shows payment amount as credit (decreases payable)
• Displays payment method and reference number
• Shows which bills the payment was allocated to
• Click to view payment details

3. Advance Payments

Advance payments made to suppliers:

• Shows advance amount as credit
• Can be adjusted against future purchase bills
• Displays payment method and reference

4. Purchase Returns

Returns and credit notes issued:

• Shows return amount as credit (decreases payable)
• Displays return reference number
• Linked to original purchase bill if applicable

5. Opening Balance

Opening balance for the supplier account:

• Shown at the beginning of the transaction list
• Can be debit (payable) or credit (advance)

Understanding Running Balance

The running balance shows the cumulative payable amount after each transaction:

• Positive Balance: Amount you owe to the supplier (payable)
• Negative Balance: Advance payment or credit with the supplier
• Balance Calculation: Opening Balance + Debits - Credits

Drilling Down into Transactions

From the supplier transactions view, you can:

• View Transaction Details: Click on any transaction to see full details
• Open Related Documents: Access the original purchase bill, payment voucher, or return document
• Edit Transactions: Modify transactions if you have proper permissions (with caution)
• Print Transaction: Print individual transaction details or statements
• Generate Statement: Create a formatted statement for the supplier

Exporting Supplier Transactions

Export transaction data for analysis or record-keeping:

• Export to Excel: Download transactions in Excel format for further analysis
• Export to CSV: Export data in CSV format for import into other systems
• Export to PDF: Generate PDF reports for printing or sharing
• Print: Print transaction reports directly from the system

Supplier Transaction Summary

The transaction view typically shows summary information:

• Opening Balance: Balance at the start of the selected 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 after all transactions in the period
• Outstanding Amount: Total amount currently due to the supplier

Best Practices for Viewing Supplier Transactions

• Regularly review supplier transactions to ensure accuracy
• Reconcile supplier transactions with supplier statements
• Use date filters to review transactions for specific periods
• Export transaction reports for audit and record-keeping purposes
• Review outstanding balances regularly to manage payables effectively
• Check for any discrepancies or unusual transactions
• Use transaction history to resolve disputes with suppliers
• Maintain regular communication with suppliers based on transaction data

Related Articles

Learn more about:

• Supplier Statement Generation
• Supplier Payment History
• Outstanding Balances
• Supplier Aging Reports
• Recording Supplier Payments

Viewing supplier transactions regularly helps you maintain accurate accounts payable records, manage supplier relationships effectively, and ensure timely payments. EquiBillBook provides comprehensive transaction views to help you stay on top of all supplier-related financial activities.