Tutorial: Creditor Reports

The Portal provides a number of reporting facilities for you to obtain information regarding your Creditors. In this tutorial we will explore the Creditor reports available to you.

This tutorial is concerned with the Creditor Reports section of the Creditor Menu. The Creditor Menu can be opened by selecting Menus and Creditors from the Navigation Menu. Open the Creditor Reports section by clicking on the provided link.

The first report we will look at in this tutorial is the Creditor Name and Address report. Select the Name / Address link from the Creditor Reports section of the Creditor Menu to open the report. The Creditor Name and Address report lists the contact details of all of the Creditors in the Portal. Information displayed in this report includes the Creditor Name, Creditor Code, Phone and Fax Numbers, Address, Suburb and Postcode, and the Current Balance for each Creditor. It is possible to click on a Creditor Name to open the Creditor Maintenance screen for that Supplier, allowing you to edit their details.

The Creditor Balances report is a multi-purpose report that details the balances of the Creditors in the Portal. Open this report by selecting Balances from the Creditor Reports section of the Creditor Menu. Use the By drop-down list to select the exact report to be displayed:

• Totals Only, displays the total Balance Owing, Purchases and Amount Paid for all Creditors in the Portal.

• Non Zero Balance, displays the balance details for all Creditors in the Portal with a non-zero balance outstanding. Information in this report includes the Creditor Name, Contact Person, Phone Number, Credit Limit, Last Payment Total, Date of Last Payment, Balance Owing, Purchase Total and Payment Total for each Creditor. A Creditor Name can be selected to open the Creditor Maintenance screen in order to edit the details of the Supplier.

• All, displays the same report as the Non Zero Balance option, except for all Suppliers regardless of their outstanding balance.

The Aged Balances report provides historical details of Creditor balances by Site at a specified Date or during a specified Period. The By drop-down specifies the type of report to be displayed:

• Totals Only, outlines the total Creditor balances by Site.

• Balances, outlines the Creditor balances for Creditors with transactions or payments at the specified Site during the selected period. The report displays the Site Name, Site Number, Creditor Name, Creditor Code and Balance. The Creditor Name can be selected to open the Creditor Maintenance screen, allowing you to edit the Supplier.

The Creditor Transactions report lists the details of transactions for the selected Site's Creditors during the specified period and is opened by selecting the Transactions link in the Creditor Reports section of the Creditor Menu. The Type drop-down list allows you to filter the details of the report to display information for invoices, credit notes, payments, debit or credit adjustments, or all. The information in the report includes the Creditor Name, Transaction Type, and totals for each period.

Selecting the Creditor Name in the Creditor Transactions report opens a popup menu to perform the following functions:

• Edit this Creditor, opens the Creditor Maintenance screen, allowing you to edit the details of the Supplier.

• Show Open Transactions for this Creditor, opens the Creditor Open Transactions report which outlines the details of all transactions for the Creditor at the selected Site that have not yet received the payment for. Information in this report includes the Creditor Name, Site Name, Transaction Type, Order Number, Invoice Number, New Balance, Transaction Amount, Amount Paid, Due Date and Transaction Date. The Creditor Name can be selected to either Edit this Creditor or Pay Transactions.

• Show Paid Details for this Creditor, opens the Creditor Paid Transactions report which outlines the details of all transactions for the Supplier that have had a payment made against them for the selected Site during the specified period. The details in this report include the Creditor Name, Site Name, Transaction Reference Number, Order Number, Invoice Number, Cheque Number, Comment, Amount Paid and Date of the Payment.

• Pay Transactions for this Creditor, opens the Creditor Payments screen, allowing you to make payments for outstanding transactions for the Creditor.

The Creditor Payments Due report, opened by selecting the Payments Due link in the Creditor Reports section of the Creditor Menu, allows you to view all open transactions for a selected Site with a due date on or before the selected Due setting. For example, select Next Month from the Due drop-down list to view all transactions with due dates on or before the start of the next month. Information in this report includes the Creditor Name, Site Name, Due Date and Balance for the transactions. Selecting a Creditor Name allows you to either Edit this Creditor or Pay Transactions for the Creditor.

Selecting Payment Reprint from the Creditor Reports section of the Creditor Menu opens the Reprint Creditor Payments report. This report displays details of Creditor Payments made by the selected Site during the specified period. Information in this report includes the Supplier Name, Creditor Code, Payment Type, User that processed the Payment, Payment Reference Number, Cheque Date and Amount for the Payment. By clicking on a Supplier name you can either Edit this Creditor (to open the Creditor Maintenance screen for the Supplier) or Reprint Payment Details (to allow you to reprint the selected payment details).

The Paid Transactions link in the Creditor Reports section of the Creditor Menu opens the Creditor Payments report. This report displays the details of all Creditor Payments made by the selected Site during the specified period. The Creditor Name, Creditor Number, Payment Reference Number, Date of the Payment, Tax and Total Amount Paid are displayed in this report for each Payment transaction.

By clicking on a Creditor Name you can view the transactions that the Payment was made for. The same details are displayed in the drill-down version of the report, but the details displayed are for each transaction in the Payment.

In this tutorial we have discussed the Creditor Reports available to you, including some of the drill-down reports that are not accessible from the Creditor Menu. All of these reports will prove useful in maintaining good trading relationships with the Suppliers that your Company deals with.