Check and reconcile a supplier statement

Suppliers send statements, and your team needs to check them line by line. The supplier statement shows the same picture from your books, so you can agree the balance or spot a missing invoice or payment.

Steps

1. Open Reports & Analytics › Purchasing Reports › Supplier Statement. The same report is also listed under Accounting Reports.

2. In Supplier, search for and choose the supplier. It is required.

3. Set the period in From and To.

4. Optional: narrow the list by Payment method or User.

5. Select Apply.

You can also open it from the aged payables report by selecting the supplier's row.

How to read the balance

The statement uses the same columns as the detailed account statement: Date, Entry, Category, Debit, Credit, Balance, Payment Method, Reference, Note and Created By, with Opening Balance and Closing Balance below.

The balance is debit-positive, as on every account statement:

• A purchase invoice is a Credit: you owe more.

• A payment or a return to the supplier is a Debit: you owe less.

• A negative balance, in red, is the normal case and is the amount you owe the supplier.

• A positive balance means the supplier owes you, for example after an advance payment or a return.

Reconcile with the supplier

1. Run the statement for the same period as the supplier's statement.

2. Compare the opening balances first. If they differ, run an earlier period.

3. Compare the lines. Common differences are an invoice the supplier issued that you have not recorded yet, a payment in transit, or a return the supplier has not credited.

4. Select Export PDF to send your statement to the supplier. The PDF is a formal statement with your letterhead, the supplier's details, the movements and the balances.

Common questions

The screen says the supplier's account was not found. The statement uses the supplier's account in your current branch. Switch branch and try again.

Where do I record the payment once we agree the balance? See pay a supplier.