Follow-up & Analysis—Key Exercises

Required Data

Enter and Authorize Supplier Invoices

Purpose: The purpose of this exercise is to show you how to enter supplier invoices to be used in the exercises below. The invoices/installments must also be authorized for payment.

1. Enter several supplier invoices.

General exercise for Arrival Entry Supplier Invoice 
General exercise for Post Supplier Invoice
General exercise for Authorize Supplier Invoice for Payment

Enter Supplier Payment

Purpose: The purpose of this exercise is to show you how to enter supplier payments to be used in the exercises below.

Windows:
Supplier Payment

1. Enter a payment on some of the invoices that you entered above.
2. Enter another payment on the remaining invoices.

General exercise for Manual Supplier Payment
General exercise for Supplier Check Payment
General exercise for Supplier Bill of Exchange Payment

Note: To be able to view all queries and reports you must have performed the relevant payment options.

Main Exercise

Queries

Supplier Payments Analysis

Purpose: This query is used to look at supplier payments. Payment series ID, payment ID, currency, payment type, payment date and paid amount are examples of displayed information. 

It is only possible to view information in the query windows. You cannot enter or modify any details.

Windows:
Supplier Payments Analysis

1. Open the Supplier Payments Analysis window and populate.
2. Highlight one line and right click for more options. Try the different options to get more information.

Supplier Payment Analysis

Purpose: This query is used to view supplier payment details. The selection variable allows you to search using variables such as payment series, payment ID, currency, payment type and date as well as paid amount.

Windows:
Supplier Payment Analysis

1. Open the Supplier Payment Analysis window and populate.
2. Highlight one line and right click for more options. Try the different options to get more information.

Supplier Payment Matching Analysis

Purpose: This query is used to view all ledger items for a particular supplier.  Within the supplier detail view, an additional query can be performed to query for a particular payment, matching ID, invoice, amount, account, date, voucher, or currency.  The matching ID will enable you to see all related ledger items such as a check payment, payments on account created by the check, and invoices paid by the check or matched to the payment on account.

Windows:
Supplier Payment Matching Analysis

1. Open the Supplier Payment Matching Analysis window and query for your supplier.
2. View the payment transactions.
3. If there are a lot of transactions, right-click within the table area and select query.  Enter query data for a particular query parameter such as the payment date, amount, or matching ID.  Click OK.
4. View the resulting transactions.  
5. Select a line and right-click.  Try the various options on the right mouse button menu to get more detailed information.

Cash Account Balances Analysis

Purpose: This query is used to get a general idea of the cash flows on the company's cash accounts. The balance per Cash Account and Date is displayed.

Windows:
Cash Account Balances Analysis

1. Open the Cash Account Balances Analysis  window and populate.
2. Highlight one line and right click for more options. Try the different options to get more information.

Cash Transactions Analysis

Purpose: This query is used to display all cash transactions, to suppliers as well as from customers.

Windows:
Cash Transactions Analysis

1. Open the Cash Transactions Analysis window and populate.
2. Highlight one line and right click for more options. Try the different options to get more information.

Parked Supplier Payments Analysis

Purpose: This query shows information on parked supplier payments. A parked payment is a special form of payment on account, entered without links to a specific supplier. Parked payments can be entered when e.g., payment information is missing.

Windows:
Parked Supplier Payments Analysis

1. Open the Parked Supplier Payments Analysis  window and populate.
2. Highlight one line and right click for more options. Try the different options to get more information.

Nettings

Purpose: Use this query to view netting between AP and AR for companies that are both supplier and customer.

Windows:
Nettings

1. Open the Nettings window and populate.
2. Highlight one line and right click for more options. Try the different options to get more information.

Netting Details

Purpose: Use this query to view detailed netting information about a particular netting. The window contains information about voucher number, registration date, payment date etc.

Windows:
Netting Details

1. Open the Netting Details window and populate.
2. Highlight one line and right click for more options. Try the different options to get more information. 
3. Click the list in the Voucher Type field to select other nettings.

Query Supplier Checks and Invoices per Check

Purpose: This activity provides information about all check payment made within the company.

Windows:
Supplier Check

1. Open the Supplier Check window and populate.
2. Highlight one line and right click for more options.
3. Select Match/View Invoices to see the invoices/installments that were paid by the check.

Query Checks per Payment

Purpose: This activity provides information about what checks were included in a specific payment. a particular check payment. Check number, amount, payment date and status of the check, i.e., printed is displayed. 

Windows:
Supplier Payments Analysis

1. Open the Supplier Payments Analysis window and populate.
2. Highlight one payment line and right click for more options.
3. Select Checks per Payment to see the checks that were included in the payment.
4. Highlight one check line and right click for more options.
5. Select Invoices per Check to see the invoices/installments that were paid by the check.

Query Supplier Bills of Exchange and Invoices per Bill

Purpose: This activity provides information about all check payment made within the company.

Windows:
Supplier Bills of Exchange

1. Open the Supplier Bills of Exchange window and populate.
2. Highlight one line and right click for more options.
3. Select Match/View Invoices to see the invoices/installments that were paid by the bill.

Reports

Supplier Ledger Open Item

Purpose: This report can be used for internal checking against the General Ledger. The report displays all open supplier items, i.e. invoices/installments and supplier payments on account / in advance for a specific period or date.

Windows:
Supplier Ledger Open Items

1. Open the report Supplier Ledger Open Items window and use the list to select your supplier in the From Supplier No field and in To Supplier No field. 
2. Click Preview to view the report.

Supplier Invoices Due for Payment

Purpose: This report can be used for follow up on due supplier invoices/installments. The report displays open supplier items that are planned to be paid before a specified date.

Windows:
Supplier Invoices Due for Payment

1. Open the Supplier Invoices Due for Payment window and 
2. use the list to select your supplier in the From Supplier No field and in To Supplier No field. 
3. Click Preview to view the report.

Long-term Supplier Invoices 

Purpose: This report will show all open supplier invoices, difference items, and bills of exchange with a due date more than one year away from a specific date. These invoice must be reclassified as long-term debts.

Windows:
Long-term Supplier Invoices

1. Open the Long-term Supplier Invoices window. 
2. Specify the reference date. The system will default to the current date, but you can manually change this date. 
3. Specify the number of days from the reference date that would constitute a long-term debt due date. The system defaults to 365 (days), but you can change this value. 
4. Modify the date in the First Long-term Due Date field, if desired. (The system will automatically calculate this date based on the reference date and the value in the No. of Days to Long-term field. However, you can modify this date.)
5. If the report should be limited to items posted to a specific ledger account on the specified reference date, enter the account in the Account field.
6. Click Company to change the company for the report.
7. Click Preview to view the report on screen or click Print to print the report. 

Supplier Payment Journal

Purpose: This report shows all registered supplier payments..

Windows:
Order Report

1. Open the Order Report window.
2. Use the Report list to select the Supplier Payment Journal. Click OK.
3. Click Preview to view the report.

Supplier Trial Balance

Purpose: This report shows individual balances for the suppliers for the specified period with a summary of the supplier activity over the specified period range.

Windows:
Supplier Trial Balance

1. Open the Supplier Trial Balance window.
2. Specify the period range to be included in the report.
3. Select the grouping to be used for the report. Selection for the groupings can be supplier ID, supplier group, country, currency or account. 
4. Specify how the report should be sorted. The report can be sorted on the ledger account, currency, country, supplier ID or supplier group.
5. Choose the currency to be used when printing the report. The company's accounting currency or the parallel currency can be used to print the report.
6. Click on Preview to view the report.

Supplier Transactions

Purpose: This report can be used for follow-up on supplier invoices/installments that are due. The report displays open supplier items that are due for payment before a specified date.

Windows:
Supplier Transactions

1. Open the Supplier Transactions window.
2. Enter the period range for which the report is to provide data.
3. Select the supplier radio button and enter your supplier in the From Supplier No and To Supplier No fields using the List of Values.
4. The report can be ordered by supplier or supplier group, account, and code part.  Leave the default order for this exercise.
5. Select the reporting parameters that you desire.
6. Click Preview to view the report.