Open Invoice Supplier Statement
The Open Invoice Supplier Statement is a list of the Purchase Invoices from each Supplier that are outstanding. You can therefore use it for payment-planning purposes.
The report lists Suppliers in Supplier Number order. For each Supplier, the Supplier Number and Name, telephone and fax numbers and Salesman are shown. The Supplier's outstanding Purchase Invoices are then listed, with Invoice Numbers, Supplier Invoice Numbers, Due Dates, numbers of days overdue and outstanding amounts being shown.
The age figures that will be printed in the "Days" column in the report will depend on the Show Delay Days options in the Age Limits setting in the Sales Ledger. If you are using the Open and Overdue option, the number of days by which an Invoice is overdue will be printed in this column as a negative figure. If an Invoice is not yet due for payment, the number of days until the Due Date will be printed as a positive figure. However, if you are using the Overdue Only option in the Age Limits setting, the number of days by which an Invoice is overdue will be printed as a positive figure. If an Invoice is not yet due for payment, "0" will be printed.
When printed to screen, this report has the Enterprise by HansaWorld Drill-down feature. Click on any Purchase Invoice Number to open an individual Purchase Invoice record, and on any Supplier Number to open the Contact record for a particular Supplier.
- Supplier
- Paste Special
Suppliers in Contact register
- Range Reporting Alpha
- If necessary, enter here the Supplier Number of the Supplier (or range of Suppliers) you wish to include in the report.
- Category
- Paste Special
Supplier Categories setting, Purchase Ledger
- If you want to restrict the report to Suppliers belonging to a particular Supplier Category, specify that Category here.
- Classification
- Paste Special
Contact Classifications setting, CRM module
- Enter a Classification Code in this field if you want to list Suppliers with a certain Classification in the report. If you leave the field blank, all Suppliers, with and without Classification, will be included. If you enter a number of Classifications separated by commas, only those Suppliers featuring all the Classifications listed will be included. If you enter a number of Classifications separated by plus signs (+), all Suppliers featuring at least one of the Classifications listed will be included. If you enter a Classification preceded by an exclamation mark (!), all Suppliers featuring any Classification except the one listed will be included.
- For example:
- 1,2
- Lists Suppliers with Classifications 1 and 2 (including Suppliers with Classifications 1, 2 and 3).
- 1+2
- Lists Suppliers with Classifications 1 or 2.
- !2
- Lists all Suppliers except those with Classification 2.
- 1,!2
- Lists Suppliers with Classification 1 but excludes those with Classification 2 (i.e. Suppliers with Classifications 1 and 2 are not shown). Note the comma before the exclamation mark in this example.
- !1,!2
- Lists all Suppliers except those with Classification 1 or 2 or both. Again, note the comma.
- !(1,2)
- Lists all Suppliers except those with Classifications 1 and 2 (Suppliers with Classifications 1, 2 and 3 will not be listed).
- !1+2
- Lists Suppliers without Classification 1 and those with Classification 2 (Suppliers with Classifications 1 and 2 will be listed).
- (1,2)+(3,4)
- Lists Suppliers with Classifications 1 and 2, and those with Classifications 3 and 4.
- 1*
- Lists Suppliers with Classifications beginning with 1 (e.g. 1, 10, 100).
- 1*,!1
- Lists Suppliers with Classifications beginning with 1 but not 1 itself.
- *1
- Lists Suppliers with Classifications ending with 1 (e.g. 1, 01, 001).
- 1*,*1
- Lists Suppliers with Classifications beginning and ending with 1.
- Classification Type
- Paste Special
Classification Types setting, CRM module
- Enter a Classification Type in this field if you want the report to list Suppliers with a Classification belonging to that Type. If you leave the field empty, all Suppliers, with and without Classification, will be included. If you enter a number of Classification Types separated by commas, Suppliers featuring a Classification belonging to any of those Types will be shown.
- Days of delay (not less than)
- If you only wish to include Invoices in the report that are overdue by more than a certain number of days, enter that number here. In other words, you can use this field if you want to exclude from the report Invoices that have only just become overdue.
- Min. no. of Invoices
- If you only want to include in the report Suppliers from whom you have received at least a certain number of Invoices, enter that number here.
- On Date
- Paste Special
Choose date
- Enter a date to produce the report for a specific date. All Invoices that were open or due (depending on the choice made below) on that date will be included in the report, while Invoices and Payments since that date will not be included. Invoices will be aged according to the specified date. If you leave the field blank, the current date will be used.
- Invoices
- Use these options to determine which Invoices are to be included in the report.
- Open
- This option lists all unpaid) Invoices in the report.
- Overdue
- This option only lists Invoices that are due for payment in the report. These are Invoices whose Payment Terms have expired (i.e. those whose Due Dates have passed).
- Exclude Hold Amount
- Usually the full outstanding value of a Purchase Invoice that is On Hold will be shown in the report. If you use this option, any Hold Amount will be subtracted from the full outstanding value, and any Purchase Invoices whose On Hold box has been checked will be shown with a zero value (even if there is a Hold Amount as well).
- Show Prepayment No.
- If appropriate, the list of outstanding Purchase Invoices for a particular Supplier will be followed by a single On Account total. This total will include both On Account Payments and Prepayments. Use this option if you would like this total to be followed by a list of open Prepayments, showing Prepayment Numbers and open values. You will be able to click on a Prepayment Number to open a Prepayment History P/L report for the Prepayment.
- Include VAT
- This option will cause an extra column to be added to the list of outstanding Purchase Invoices, showing the VAT total of each Invoice. The full VAT total will be shown, even if a Purchase Invoice has been partially paid.
- This column will be useful in countries where VAT can only be reclaimed when Purchase Invoices have been fully paid.
- Amounts
- The outstanding amounts can be shown in your home Currency (Base Currency 1, converted using the Exchange Rate in each Invoice) or in the Currency of each Invoice.
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Reports in the Purchase Ledger:
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Introduction to Reports in the Purchase Ledger
