Suppliers
View a supplier's profile and ledger
Open a supplier to see their contact card, payables account and balance, then the ledger with every invoice, payment and return and the running balance.
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In this article
The supplier's profile answers "who is this supplier and what do we owe them?". The ledger answers "how did we get to that balance?".
Open the profile
Open Purchasing › Suppliers.
Click the supplier's row. The Supplier profile opens.
The profile shows:
the contact card: name, code, contact person, phones, email, website, address, payment terms and location;
the financial card: currency, the balance of the supplier's account, and the account itself with its code, name and level. A level marked not postable means purchases for this supplier cannot post. Ask your accountant to fix the account. No GL account means none is linked;
Recent transactions, with the Date, Type, Category and Amount of each.
From the profile, Supplier 360 opens the full analysis. See Supplier 360.
Open the ledger
On the profile, select Open ledger.
The Supplier ledger opens with a Summary and the list of Transactions.
The Summary totals each kind of movement: invoices, payments, item returns, discounts, opening and manual debits and credits, manufacturing labour cost, and the net balance.
Transactions lists every movement with its Date, Type, Category, Amount, Discount, running Balance and Note.
Read the balance the right way
Payable: debit increases, credit decreases the balance — opposite of the customer ledger. A supplier account records what you owe:
a purchase invoice increases the balance;
a payment, a return or a settlement discount lowers it.
A cash purchase invoice appears twice: once as the invoice and once as the automatic payment of the same amount. The two cancel out. See How purchasing documents change a supplier's balance.
Common questions
The balance in the list differs from the ledger. Why? The list and the profile show the balance of the supplier's account in your branch. If you buy from the same supplier in several branches, each branch sees its own balance.
How do I print a supplier statement? Use Reports & Analytics › Purchasing Reports › Supplier Statement, or GL statement on the Supplier 360 view.