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Enquiries Transactions by Supplier

Caroline Buckland Updated by Caroline Buckland

The process

The Transactions by Supplier enquiry will allow you to view all transactions on a supplier account.  You can add diary messages and link to the Supplier file to view more information on the Supplier.

1. Transactions by Supplier

The steps below describe the relevant steps required to access transactions by supplier enquiries.

To access the transaction enquiry screens: Accounts Payable-AP Enquiries-Transactions by Supplier

The following screen is displayed.

2. Primary Selection Window

In the Selection window enter a supplier code.  If you scroll further down the screen you have secondary selection available to break down the search criteria further. Read below to understand how to search for a supplier if the code in unknown. You also have Secondary selection to filter the enquiries, including to only view Authorised or Unauthorised transactions.

If the field has a magnifying glass, it means that this field is promptable, and you can use Prompt to help find the code.
 Select the magnifying glass.
You can enter a code or description to limit your search.
Select the code and then select OK. This will return you to the screen you came from, with your chosen code in the field.

Select the Search button.

The supplier details are displayed first, showing name, address, outstanding balances etc. Scroll down the screen to view the transactions.

3. Transactions 

The enquiry will show all transactions, below are the common statuses:

Log: invoices have been registered on the system but await further processing

Held: held due to a mismatch to a purchase order or goods received note, or held for authorisation

Accpt: transaction ready for payment but not due

Due: transaction due for payment for today

O/Due: Invoice overdue for payment

Part Paid: the invoice has been part paid so still as amounts to be paid

Recurring Payment: the invoice has Been setup to be paid in instalments i.e weekly, monthly

Scheduled: the invoice is currently scheduled on the next payment run

Canc: transaction cancelled

Suspend: transaction suspend from payment

F/Paid: transaction paid

F/Alloc: payment allocated to transactions

Located at the top of the screen are links to view more details on the transactions. Select the transaction followed by the GO drop down menu. This will take you to line level, payments, details etc.

To view the transaction maintenance options select the Transaction drop down menu.

CRN Match – matches Credit notes to Debit notes

Clearance – option to be used when a invoice/order/grn mismatch has occurred

Cancel – cancels the transaction (depending on the status)

Amend – takes you to the amendment screen to amend certain fields

Suspend/Release – allows you to suspend the transaction from payment or release a transaction to be paid

Transfer – allows you to transfer the transaction from one supplier account to another

Diary – Allows you to enter a diary event against the transaction

Recurring Payment – enter/amend or cancel recurring payments

Allocate – allows you allocate unallocated cash

Copy - copy the invoice to create a new transaction

Unlock – this is an admin action only

Accessing the Supplier drop down menu will allow you access the following areas; Scroll to the top of page and access the More button, followed by the Supplier action

 

Maintenance – links you to the supplier file

Diary – links to the supplier diary to create or view events

Turnover – will display the turnover by year and period

Association – if supplier associations are setup selecting this option will take you to the next supplier

Customer – if there is an association created for a customer account then selecting this link will display the customer

GRN List – will display all of the goods received notes that are linked to transactions for that supplier

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