Language:


Open Invoice Supplier Statement

The Open Invoice Supplier Statement document prints a list of the open (unpaid) Invoices received from each Supplier, including those that are On Hold. A separate page will be printed for each Supplier. It is similar to the report of the same name, but as it is a document you can design the printed output to meet your requirements using the Form register in the System module.

Supplier
Paste Special    Suppliers in Contact register
Range Reporting    Alpha
If necessary, enter here the Supplier Number of the Supplier (or range of Suppliers) for whom you wish to print statements.

Category
Paste Special    Supplier Categories setting, Purchase Ledger
If you want to print statements for Suppliers belonging to a particular Supplier Category, specify that Category here.

Days of delay (not less than)
If you only wish to include Invoices in the statements 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 statements Invoices that have only just become overdue.

Min. no. of Invoices
If you only want to print statements for 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 statements 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 statements, while Invoices and Payments since that date will not be included. Invoices will be aged according to the specified date. If you leave this field empty the current date will be used.

Amounts
Use these options to specify the Currency that will be used when printing some of the values in the statements.

If you choose the Currency option, the following header fields will print values in the Purchase Currency specified in the Contact record for the Supplier: "Change during the Period"; "Prepayments / Unallocated Cash"; "Sum"; "Sum, Due"; "Sum, Not Due". If a Supplier's Purchase Currency is blank, these fields will print values in Base Currency 1, even if you choose this option.

The "Account Balance Currency" and "Account Balance per Currency" fields list the Currencies and amounts used in a particular Supplier's statement, so they are also affected by these options.

The following row fields will print values in Currency or in Base Currency 1, depending on the option that you choose here: "Balance"; "Credit Value, row"; "Invoice Amount".

The following fields will always print values in the Purch. Currency specified in the Contact record for the Supplier (in Base Currency 1 if a Supplier's Purch. Currency is blank): "Aged Total"; the eight fields from "Aged Value 0" to Aged Value 7".

Invoices
Use these options to determine which Invoices are to be included in the statements.
Open
This option lists all unpaid Invoices in the statements.

Overdue
This option only lists Invoices that are due for payment in the statements. These are Invoices whose Payment Terms have expired (i.e. those whose Due Dates have passed).
Include Open Credit Invoices
Use this option if you would like open Credit Notes to be included in the statement. These will usually be Credit Notes that have not yet been allocated to specific Invoices.

Skip Statement without Lines
This option, which will be used by default, will mean that empty statements will not be printed i.e. statements will not be printed for Suppliers that have no open Purchase Invoices.
When you print statements for a range of Suppliers, separate documents will be printed for each Supplier. So, when you design the Form, the fields that you can use fall into two broad categories:
  1. Fields that will be printed once per statement. These fields will print information about a Supplier, and statement totals.

  2. Row fields that will list the open Purchase Invoices in a statement.
Listed below are the fields you can use when you design the Form to be used by the Open Invoice Supplier Statement Document. If you do not want to print the decimal places in numeric fields, choose the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting.

Field in FormPrints (from Supplier)
Header Fields (these print once per Supplier)
Account Balance CurrencyPrints as a list the Currencies used in the statement. So, if you print the statement using the Base Currency option, only the Base Currency will be listed, otherwise all used Currencies will be listed. As it prints a list, you should specify a Line Height for this field. You should also set the Format to "Header"
Account Balance per CurrencyPrints as a list the outstanding amounts of the Purchase Invoice TOTALs in each Currency. As it prints a list, you should specify a Line Height for this field. You should also set the Format to "Header". Together with the previous field, this allows you to add a table to the Form showing the sums of the outstanding amounts in each Currency used
AddressName (if you are using the Organisation Name option in the Form Settings setting) and Invoice Address from the Contact record for the Supplier. This will be printed on separate lines, so you should specify a Line Height for this field
Address 1 First line of the Invoice Address from the Contact record for the Supplier.
Address 2 Second line of the Invoice Address from the Contact record for the Supplier.
Address 3 Third line of the Invoice Address from the Contact record for the Supplier.
Address 5 Fourth line of the Invoice Address from the Contact record for the Supplier.
Address 6 Fifth line of the Invoice Address from the Contact record for the Supplier.
Aged TotalThe total amount that is outstanding on the date of printing.
This includes open and overdue Invoices, irrespective of whether you print the statements using the Open option or the Overdue option. So, if you print the statements using the Overdue option, the Aged Total may not be the same as the statement total printed in the "Sum" field.
This figure also includes open Credit Notes, irrespective of whether you use the Include Open Credit Invoices option in the specification window. "Sum", "Sum Due" and "Sum Not Due" do not include Credit Notes if they are not listed in the statement.
This figure will also include open Prepayment and On Account values.
This figure will always be in the Purch. Currency specified in the Contact record for the Supplier. If the Purch. Currency is blank, this figure will be in Base Currency 1.
Aged Value 0The amount that is not yet due for payment on the date the statement is printed. This figure will include open Prepayment and On Account values, which are not subject to aging.
Seven fields from Aged Value 1 to Aged Value 7These fields print the overdue amounts divided into ageing periods. The ageing periods are determined by the Age Limits setting or the Accounting Periods setting.
For example, if you have specified age limits in the Age Limits setting of 30, 60, 90 and 120 days, Aged Value 1 will print the amount outstanding for between 0 and 30 days, Aged Value 2 will print the amount outstanding for between 31 and 60 days, and so on. In this example, as there are four ageing periods, Aged Value 5 will print the amount outstanding for longer than 120 days.
If you want the ageing periods to be determined by the Accounting Periods setting, use the Use Accounting Periods instead of Age Limits option in the Age Limits setting, and specify how many Accounting Periods you want to use.
Even if you specify an On Date in the specification window, the age of an Invoice for the purposes of the Aged Value 0-7 fields will be the number of days between its Due Date and the date the statement is printed.
The figures in the Aged Value 0-7 fields will always be in the Purch. Currency specified in the Contact record for the Supplier. If the Purch. Currency is blank, they will be in Base Currency 1.
Change during the PeriodSum of the values in the "Balance" row field (converted to Base Currency 1 if a Purchase Currency has not been specified for the Supplier)
Contact PersonPrimary Contact from the Contact record for the Supplier
Customer Currency Purch. Currency from the Contact record for the Supplier or, if blank, Base Currency 1
Customer Fax Number Fax from the Contact record for the Supplier
Customer Name Name from the Contact record for the Supplier
Customer Number No. from the Contact record for the Supplier
Customer Registration No. 1 Reg. No. 1 from the Contact record for the Supplier
Customer Registration No. 2 Reg. No. 2 from the Contact record for the Supplier
Customer Telephone Number Telephone from the Contact record for the Supplier
Customer VAT Reg. Number VAT Reg. No from the Contact record for the Supplier
Debits in the PeriodSum of the values in the "Interest" row field
Delayed plus InterestValue in the "Sum, Due" field + the sum of the values in the "Interest" row field
Interest FeeBase Price from the Item quoted in the Invoicing Fee field in the Interest setting
Interest from day On Date from specification window or, if blank, the date of printing
Interest SumSum of the values in the "Interest" row field
Number of Delayed Number of Purchase Invoices in the statement that are overdue. This figure will not include Credit Notes if you do not use the Include Open Credit Invoices option when printing a statement
Number of Not DelayedNumber of Purchase Invoices in the statement that are not yet due for payment. This figure will not include Credit Notes if you do not use the Include Open Credit Invoices option when printing a statement
Prepayments / Unallocated CashTotal open Prepayment and On Account value (converted to Base Currency 1 if a Purchase Currency has not been specified for the Supplier), printed as a negative figure
Start DateOn Date from specification window or, if blank, the date of printing
SumSum of the values in the "Balance" row field (converted to Base Currency 1 if a Purchase Currency has not been specified for the Supplier)
Sum, DueThe total amount that is overdue on the date specified in the On Date field in the specification window or, if blank, on the date of printing. This figure will not include Credit Notes if you do not use the Include Open Credit Invoices option when printing a statement
Sum, Not Due The total amount that is not yet due for payment on the date specified in the On Date field in the specification window or, if blank, on the date of printing. This figure will not include Credit Notes if you do not use the Include Open Credit Invoices option when printing a statement. If you print the statement using the Overdue option, it will not include Invoices that are not yet due for payment and so nothing will be printed in this field
Sum + interestSum of the values in the "Balance" row field + sum of the values in the "Interest" row field
Sum + interest feeSum of the values in the "Balance" row field + the value in the "Interest Fee" field
Sum + interest + interest feeSum of the values in the "Balance" row field + sum of the values in the "Interest" row field + the value in the "Interest Fee" field
SupplierNo. from the Contact record for the Supplier
Supplier Fax Fax from the Contact record for the Supplier
Supplier Name Name from the Contact record for the Supplier
Supplier Registration No. 1 Reg. No. 1 from the Contact record for the Supplier
Supplier Registration No. 2 Reg. No. 2 from the Contact record for the Supplier
Supplier Telephone Telephone from the Contact record for the Supplier
Supplier VAT Reg. NumberVAT Reg. No from the Contact record for the Supplier
Total including Prepayments/unalloc. cashSum of the values in the "Balance" row field + sum of the values in the "Interest" row field + the (negative) value in the "Prepayments / Unallocated Cash" field
Total Sum Sum of the values in the "Balance" row field + the (negative) value in the "Prepayments / Unallocated Cash" field
Row Fields (these print once per row (i.e. once for each open Purchase Invoice), so remember to specify a Line Height and to set the Format to "Matrix"):
BalanceOutstanding amount, in the Currency chosen in the specification window
CommentComment
Comment 2Comment from the relevant row for the Purchase Invoice in the Number Series - Purchase Invoices setting
Credit Value, rowTOTAL, in the Currency chosen in the specification window
CurrencyCurrency (if you use the Currency option in the specification window) or Base Currency 1 (otherwise)
DelayedNumber of days by which the Invoice is outstanding (i.e. number of days from the Due Date to the date specified in the On Date field in the specification window or, if the On Date is blank, to the date of printing).
If you are using the Open and Overdue option in the Age Limits setting, a positive figure will be printed for a Purchase Invoice that is not due for payment on the On Date/date of printing (i.e. one whose Due Date is later than the On Date/date of printing), while a negative figure will be printed for one that is overdue (i.e. one whose Due Date is earlier than the On Date/date of printing). If you are using the Overdue Only option in the same setting, 0 will be printed for an Invoice that is not due for payment, while a positive figure will be printed for one that is overdue
InterestInterest payable on the Invoice, calculated using the Rate in the Interest setting and the outstanding amount in the Currency chosen in the specification window
Invoice AmountTOTAL, in the Currency of the Purchase Invoice
Invoice Day Invoice Date
Invoice Due DateDue Date
Invoice NumberNo.
Invoice Text String made up of the Type of the Purchase Invoice (i.e. "Invoice", "Cash Note" or "Credit Note") + space + No.
Invoice Type Type of the Purchase Invoice (i.e. "Invoice", "Cash Note" or "Credit Note")
Invoice Type (short) Type of the Purchase Invoice, abbreviated (i.e. "INV", "CASH" or "CRED")
KID ChecksumKID Code checksum
KID CodeKID Code (formatted depending on the Bank, Client Code (OCR) and OCR Code option specified on the 'OCR' card of the Bank Transfer setting)
KID code with no ChecksumKID Code without checksum
Our Reference (ourref) Reference
Received ValueTOTAL - Outstanding amount (i.e. amount already paid or credited), in the Currency chosen in the specification window
Supplier Invoice NumberSupp. Inv. No.
Transaction NumberNo.

Please click here for details of the standard fields that you can also include in the Form.

---

Documents in the Purchase Ledger:

Go back to: