The Open Invoice Supplier Statement document prints a list of the open (unpaid) Invoices received from each Supplier, including those that are
. A separate page will be printed for each Supplier. It is similar to the
of the same name, but as it is a document you can design the printed output to meet your requirements using the
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:
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
Field in Form | Prints (from Supplier) |
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Header Fields (these print once per Supplier) |
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Account Balance Currency | Prints 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 Currency | Prints 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 |
Address | Name (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 Total | The 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 0 | The 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 7 | These 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 Period | Sum 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 Person | Primary 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 Period | Sum of the values in the "Interest" row field |
Delayed plus Interest | Value in the "Sum, Due" field + the sum of the values in the "Interest" row field |
Interest Fee | Base 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 Sum | Sum 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 Delayed | Number 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 Cash | Total 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 Date | On Date from specification window or, if blank, the date of printing |
Sum | Sum 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, Due | The 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 + interest | Sum of the values in the "Balance" row field + sum of the values in the "Interest" row field |
Sum + interest fee | Sum of the values in the "Balance" row field + the value in the "Interest Fee" field |
Sum + interest + interest fee | Sum of the values in the "Balance" row field + sum of the values in the "Interest" row field + the value in the "Interest Fee" field |
Supplier | No. 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. Number | VAT Reg. No from the Contact record for the Supplier |
Total including Prepayments/unalloc. cash | Sum 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 |
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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"): |
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Balance | Outstanding amount, in the Currency chosen in the specification window |
Comment | Comment |
Comment 2 | Comment from the relevant row for the Purchase Invoice in the Number Series - Purchase Invoices setting |
Credit Value, row | TOTAL, in the Currency chosen in the specification window |
Currency | Currency (if you use the Currency option in the specification window) or Base Currency 1 (otherwise) |
Delayed | Number 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 |
Interest | Interest 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 Amount | TOTAL, in the Currency of the Purchase Invoice |
Invoice Day | Invoice Date |
Invoice Due Date | Due Date |
Invoice Number | No. |
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 Checksum | KID Code checksum |
KID Code | KID 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 Checksum | KID Code without checksum |
Our Reference (ourref) | Reference |
Received Value | TOTAL - Outstanding amount (i.e. amount already paid or credited), in the Currency chosen in the specification window |
Supplier Invoice Number | Supp. Inv. No. |
Transaction Number | No. |
for details of the standard fields that you can also include in the Form.