Viewing the Suppliers Balance Report

The Suppliers Balance report is a financial report that shows the account position of each supplier during a specific period. It includes the previous balance, total purchases, refunds, payments, and settlements, leading to the current balance. This report is used to follow up on the amounts owed to suppliers and to check that the balances are correct before making payments or settling accounts.

This report is also known as the creditors balance report; creditors are the suppliers who are owed money by you.

Steps to view the report

1. Click Reports.
2. Click Purchases Reports.
3. From the Purchases Reports page, select Suppliers Balance.
4. You can apply a number of filters before viewing the report:
   • Supplier: Select one or more suppliers to view only their balances. You can search by name.
     • If you don’t select a specific supplier, the system shows the report for all suppliers.
   • From Date: Select the start date of the period you want to view the balances for.
   • To Date: Select the end date of the period you want to view the balances for.
   • Hide Zero Balance: Enable this option to exclude suppliers with a zero balance from the report results.
     • If it isn’t enabled, the system shows all suppliers, including those with a zero balance.
   • Branch: Select one or more branches to view only the balances of that branch’s suppliers.
     • If you don’t select a specific branch, the system shows the report for all branches.
   • Group By: Select how to group the report results.
     • Supplier: Shows the balances grouped by supplier name.
     • Branch: Shows the balances grouped by branch.
5. After setting the filters, click Show Report to update the results, or click Reset to go back to the default settings.
6. You can switch between Summary to show only the total balance of each supplier, or Details to show the transaction and balance details for each supplier separately.
7. You can print the report from Print or export it from Export to:
   • CSV
   • Excel
   • PDF

Report columns

The table shows a financial summary for each supplier during the selected period. The columns are as follows:

Column	Description
Code	The supplier’s unique ID in the system, with a direct link to view their full details.
Account No	The accounting account number linked to the supplier in the general ledger.
Name	The supplier’s business name as registered in the system, with a direct link to the supplier page.
Branch	The branch linked to the supplier.
Balance Before	The supplier balance carried forward from before the start of the selected period. The value appears negative if the balance is a credit in favor of the supplier.
Total Purchases	The total value of the purchase invoices recorded for the supplier during the period.
Total Refund	The total value of the refunds recorded on the supplier’s invoices during the period.
Net Purchase	Total purchases after deducting the total refund.
Total Payments	The total amounts paid to the supplier during the period.
Settlements	The value of any settlements or adjustment entries made on the supplier’s account during the period.
Balance	The supplier’s closing balance at the end of the period. It equals the balance before plus the net purchases minus the payments and settlements. The value appears negative if the balance is a credit in favor of the supplier.

At the bottom of the table, the Totals row adds up the values of all the financial columns for all suppliers over the whole period.

FAQs

How do I know the creditors (suppliers) balance?

The creditors balance is the suppliers’ balances that you owe them. To view it, open Reports, then Purchases Reports, and select Suppliers Balance, set From Date and To Date, then click Show Report. The report shows for each supplier the balance before the period, total purchases, refunds, payments, and settlements, leading to the closing balance.

How do I know the balance of one supplier only?

In the report, select the supplier from the Supplier, then click Show Report filter. If you don’t select a supplier, the report shows all suppliers.

How do I exclude suppliers with a zero balance?

Enable the Hide Zero Balance option before viewing the report.