Supplier Statement

Report Overview

The supplier statement is an accounting report that displays all debit and credit transactions recorded for each supplier’s account over a specified period. It includes the opening balance carried forward before the start of the period and the closing balance after all transactions are applied. This report is used to verify the accuracy of supplier account balance and review journal entries related to purchases, payments, and adjustments. It is also a key tool for reconciling with supplier statement.

Steps to View the Report

1. From the main menu click “Reports“.
2. Click on “Purchases Reports“.
3. From the “Purchases Report” select “Supplier Statement“.
4. Before viewing the report, you can apply the following filters:
   • Date Range: Select the time range for which you want to display account transaction:
     • Last Week: The past 7 days.
     • Last Month: The past 30 days.
     • Month to Date: From the beginning of the current month until today.
     • Last Year: The past 12 months.
     • Year to Date: From the beginning of the current year until today.
     • Custom: Manually select start and end dates.
   • Account: Select a specific supplier sub-account to display its statement only. You can search by name or code.
     • If no account is selected, the report will include all suppliers accounts.
   • Added By: Filter results to show entries created by a specific employee only.
     • If no employee is selected, entries created by all employees will be displayed.
   • Currency: Select the currency in which to display the statement:
     • All (to SAR): Display all transactions converted to Saudi Riyal.
     • All (each currency separately): Display each currency in a separate table.
     • Or select a specific currency (e.g., SAR)
   • Journal Branch: Filter results to show entries recorded under a specific branch only.
     • Select “All Branches” to include entries from all branches.
   • Display All Accounts: Control which accounts appear in the report:
     • Accounts with transactions during the selected period: Shows only suppliers with with activity in the period.
     • All Accounts: Show all suppliers, even those with no transactions.
     • Accounts with any Transactions: Shows suppliers who have had any activity recorded in the system at any time.
   • Cost Centers: Filter results to show entries linked to a specific cost center. You can search by name or code.
     • Select “Without Cost Center” to display entries not linked to any cost center.
   • Hide Staff Column: Enable this option to hide the staff column when printing or exporting the report.
5. After setting the filter, click “View Report” to update the results, or click “Clear Filter” to restore the default settings.
6. You can print the report using “Print” or export it from “Export Options” to:
   • CSV
   • Excel
   • PDF — You can configure PDF settings from the adjacent settings icon, including page orientation (portrait or landscape) and font size.

Report Columns

The table displays account transaction for each supplier, along with the running balance after each transaction. Each supplier section begins with an opening balance row, showing the balance carried forward before the selected period. The column are structured as follows:

• Number: The sequential number of the transaction within the statement.
• Journal ID: The accounting journal entry number in the system, with a direct link to view full entry details.
• Transaction ID: The unique reference number of the transaction associated with this entry.
• Date: The date the journal entry was recorded.
• Staff: The code and name of the employee who created the entry. This column can be hidden using the “Hide Staff Column” filter.
• Description: A description of the transaction (e.g., purchase invoice or payment), with a direct link to the original document.
• Transaction – Debit: The debit amount applied to the supplier’s account for this transaction, in the selected currency.
• Transaction – Credit: The credit amount applied to the supplier’s account for this transaction, in the selected currency.
• Balance – Debit: The cumulative debit balance of the supplier’s account after this transaction.
• Balance – Credit: The cumulative credit balance of the supplier’s account after this transaction.

At the end of each supplier section, a total row summarizes the total debit and credit transactions during the period, along with the closing balance. At the bottom of the table, a grand total row aggregates the data for all supplier accounts across the entire period.