Contents
Enquiries Transactions by Supplier
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.
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
4. Transaction Links
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
5. Supplier Links
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
