AP Enquiries

Caroline Buckland 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 prompt action (double click) can be used to search for the code.

1.   Click on the symbol.
2.   You can enter a code or description to limit your search.
3.   Select the code you wish to return and click on Ok.
This will return you to the screen you came from, with your chosen code in the field.

In the Selection window enter a supplier code and click on the OK button.  You do have secondary selection available to break down the search criteria further. You also have Secondary selection to filter the enquiries, including to only view Authorised or Unauthorised transactions.

You make as many entries in the secondary selection as you wish.

The enquiry will show all transactions, below are the common statuses:

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

Located at the bottom of the screen are action buttons to view more details.

Details – displays the summary information of the document

Lines – displays the lines details  for the transaction

Payments - selecting the invoice will show the payment details, selecting the payment will show the transactions paid

Authorise – shows you who authorised the document or who is the valid authoriser, you can also authorise the document from this screen

Order – if order related will link you to the order

GRN - if order related will link you to the GRN’s

Right click the transaction and select the Transaction option, this will display the maintenance options.

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

Accessing the Supplier drop down menu will allow you access the following areas;

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 the goods received notes that are linked to transactions for that supplier.

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