Supplier Payables Summary Report

Supplier Payables Summary Report

(Supplier Accounts Report, Creditors)

What is the Supplier Payables Summary Report?

It is an accounting report that shows the net amounts owed to suppliers by the entity up to a specific date, based only on approved accounting documents, and is used for:

• Knowing the total obligations to suppliers

• Identifying the highest payable suppliers

• Prioritizing payment

• Tracking unpaid invoices

• Analyzing the impact of debit memos and unused payment vouchers

• Controlling outgoing cash flows

Where is the report extracted from?

From the main menu:

Reports → Supplier Accounts (Creditors)

What date does the report depend on?

The report depends on:

• Document Issue Date

• Which is the same as the Accounting Entry Date

It does not depend on:

• Document creation date

• Due date

Is the report affected by closing the fiscal year?

It is not affected by closing the fiscal year

The reason:

• The report displays the Creditors account

• Which is a liability account (balance sheet)

• Not an expense or revenue account

Therefore:

• It is not zeroed out when closing

• And balances continue to appear normally after closing the fiscal year

Logic for calculating the net amount owed to a supplier

Net Amount Owed = Unpaid purchase invoices – Pending debit memos (unallocated) − Unused payment vouchers + Unused receipt vouchers (if any) ± Net manual entry movements

What appears in the report?

The report displays the following columns for each supplier:

• Name

• Reference number

• Entity name

• Phone number

• Email

• Pending invoice amounts

• Pending debit memo amounts

• Unused payment voucher amounts

• Unused receipt voucher amounts

• Net manual entry movements

• Net Amount Owed

All values are displayed in the entity’s base currency only.

What does not appear in the report?

Invoices in draft status
Unapproved documents
Invoice details or their dates
Allocations (because they do not create a new accounting entry)

Do manual entries appear?

Yes, when adding a manual entry to the Creditors account

and selecting the supplier name within the entry

In this case:

• The entry appears within “Net manual entry movements”

• And directly affects the net amount owed to the supplier

Does the inactive supplier appear?

Yes

• The inactive supplier appears as long as they have a balance or transactions

Can the balance appear as negative?

Yes

The balance appears negative if:

• The entity owes an amount to the supplier

• Such as an overpayment

• Or a debit memo greater than the outstanding invoices

Available filtering options in the report

Within the system the following options are available:

1. Specific date

   • Display payables up to this date

2. Supplier display options

   • Display all suppliers

   • Display only suppliers with outstanding payables

This option is very useful:

• When you want to track actual commitments only

• Or when preparing a payment plan

You cannot:

• Filter the report for only one supplier from within the system

Export

The report can be exported to:

• Excel

• PDF

When exporting to Excel:

• You can:

  • Sort suppliers from highest to lowest

  • Filter a specific supplier

  • Analyze commitments as needed

When to use this report?

Use the Supplier Payables Summary Report when:

• You want to know the total obligations on the entity

• You need to prioritize supplier payments

• You are tracking unpaid invoices

• You are monitoring the impact of unused vouchers

• You want a quick management report

And do not use it when:

• You need invoice details → use Supplier Account Statement

• You need detailed accounting analysis → use Account Statement

The difference between Supplier Payables Summary Report and Supplier Account Statement

Supplier Payables Summary

• Displays a total figure

• Without invoice details

• For all suppliers at once

Supplier Account Statement

• Displays each transaction in detail

• Specific to one supplier

• Shows complete accounting transactions