Suppliers- Statement

Overview

Surf Accounts provides all the relevant information in a methodical and structured manner to make it easy to understand. It has been designed in such a fashion so that it can be used by the large corporation, and small and medium enterprises and accountants. You can customise your reports for the individual business. With simple select options, you can preview them on the fly before emailing or saving a copy. The reports will be generated which can be viewed in an interactive way on a real-time basis.

To generate a report of the Supplier Statement through Surf Accounts of the Supplier for the business select Reports» Suppliers » Statement; the Supplier Statement Report the following screen will appear.  

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Browser View of Supplier Statement Report. 

Please Note that before generating the Supplier Statement Report you must select the Statement date from the calendar. The report can be generated for specific suppliers by using the Supplier look up. The Supplier statement can also be generated by Supplier’s name, code or balance. 

Generating the Supplier Statement Report

To Date: Select the Supplier Statement Date by using the calendar.  Before you generate the “Supplier Statement” you must select the Statement Date. For e.g. if you wish to generate the report as on date select the date by using the Statement Date calendar.

Supplier: To generate the Supplier Statement Report Supplier wise select the name of the Supplier by using the look up button. You can select multiple Suppliers in this report. To generate the report of all the Suppliers leave the “Supplier” column as blank.

Open With: Select the Type of the Statement. If “Open Item” is being selected then only the un allocated invoices will appear on the screen on the Statement Date.

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In the Supplier column, a single supplier is being select from the look up. By selecting the Run Button the Report of the Supplier appears.

Balance Forward:  By selecting Balance forward the report will generate both allocated and un allocated invoices, receipts credit notes etc. To generate the statement a Date Range needs to be selected to specify the period. The following screen will appear to select the date range. Before the start date, it will be considered as the opening balance.

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Select the Date Range to generate the Report as Balance forward. 

Sort: Select the Code, Name, Balance (any one of these three) of the supplier to generate the report and then press on the “Run” button to generate the Supplier Statement Report.

Suppress Zero: If the balance of a supplier is zero on the Statement Date, then the name of the supplier will not appear on the Statement by selecting "Suppress by Zero". 

Detail illustration of Supplier Statement Report for a Supplier: 

To generate the Statement for a single Supplier select the name of the Supplier by using the Supplier look up button and select the Supplier’s name. 

Date: Date in the Statement displays the date of the transaction (Invoice, Receipt or Credit note).

Description: The description column will show the Type of Transaction. For e.g. if it is a Receipt it will appear as “Rec”, for Invoice, it will be “Inv”, for credit note it shows ”Crn”.

Notes: The Notes displays the name of the supplier or type of transaction. In supplier statement, if it is a purchase transaction will appear under the Notes column.

Reference Number: If there is any reference number for the transaction the Reference number will appear under the Reference number. For e.g. the purchase invoice number may appear under the “Reference” number.

Due Date: The Due Date of the invoice of the supplier will appear in the statement as Due Date.

Invoice: The Invoice amount will appear under the Invoice column. Please note in case of Receipt the invoice amount will appear as 0.00 in the report. 

Amount: The invoice amount will appear under the “Amount” column.

Payment:  If the type is selected as “Open Item” in the statement all the transaction will show unpaid invoice except the receipt.

Allocated: By selecting “Open Item” all the un allocated transaction will appear in the statement, so the allocation amount will be 0.00.

Outstanding: The outstanding column will show the outstanding amount of the transaction. If the statement type is selected as “Open Item” the Invoice amount will be displayed under the outstanding column.

Balance: The balance column will show the balance amount of the invoice. If the Supplier’s Invoice is unpaid or un allocated then the balance remains as same as the Invoice amount.

Illustration of the Statement Report by selecting the type as Balance Forward:

By selecting the Type as "Balance Forward" the following screen will appear.

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Supplier Statement Report where Report has been generated as “Balance Forward”. 

Date: By selecting the “Balance Forward”, select the Date Range by using the calendar to specify the date range. The selected date range will be displayed in the report. 

Description: The description of the first column will appear as “Balance Forward”. For Receipts, the description appears as “Rec” and for Invoices, it will appear as Invoice.

Notes: For Receipts, the Receipt number will appear. For Credit note and the Purchase Invoices, the Notes will be same as described while creating the transaction.

Run: Select the “Run” button to generate the statement.

Suppress Zero:  If the balance of a supplier is zero on the Statement Date, then the name of the supplier will not appear on the Statement if "Suppress by Zero" check box is checked. 

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Preview of a Supplier Statement. 

Toolbar functionality of the Supplier Statement Report

To Print, Save, Email the “Supplier Statement Report” select the option from the Toolbar of the “Supplier Statement Report”. 

The “Supplier Statement Report” can be saved as a PDF file to the local machine. You can also download the report as *xls file by selecting the MS-Excel option.

By using the Toolbar of the “Supplier Statement Report” browse you can print, download in MS Excel format, Save to your local machine as PDF and email the report. 

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Print: To print the Supplier Statement Report, select the Print option from the toolbar of the browser. A preview will be generated and you can print the Supplier Statement.

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Select the “Printer” icon to Print the Report. 

Save: To save the Supplier Statement Report choose the “Save” option from the toolbar and the report will be download to your local machine in PDF format.

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Saving the Supplier Statement as PDF from Surf Accounts. 

Email: To send the Supplier Statement Report through email select the “Email” option from the toolbar. A pop up will be generated.

To: Enter the email address of the recipient.

CC/BCC: Enter the email address if you wish to send a copy of the report.

Subject: Enter the subject line of the mail dial up box. 

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Select “Send” button to send the email to your supplier.

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