48 Review Supplier Ledger Information

This chapter contains these topics:

When a supplier has questions about a transaction or its account, you need to be able to locate it quickly.

48.1 Reviewing Supplier Ledger Information

Navigation

From Accounts Payable (G04), choose Supplier & Voucher Entry

From Supplier & Voucher Entry (G0411), choose Supplier Ledger Inquiry

There are several formats and date sequences which allow different views of the data displayed. You may use the processing options for Supplier Ledger Inquiry to set up default criteria as to how information is display, how the formats are sequenced and what data may be pre-loaded.

When you work with supplier information, be aware the action code and search type security may affect your ability to inquire upon, add, or change customer/supplier information. You must have the appropriate combination of action code/search type security to work with Supplier Ledger information.

Figure 48-1 Supplier Ledger Inquiry screen

Description of Figure 48-1 follows
Description of "Figure 48-1 Supplier Ledger Inquiry screen"

48.2 Locating Vouchers

In order to review voucher information, you must first locate a list of vouchers that meet your search criteria. From this list, you choose a voucher to review.

Voucher information is stored in the A/P Ledger (F0411) and Account Ledger (F0911) tables.

To locate vouchers

On Supplier Ledger Inquiry

For amounts in currencies different from the currency of the company, use Voucher Detail to review the exchange rate that was effective when you entered the voucher.

  1. Complete one or more of the following fields and press Enter:

    • Address Number

    • Document Number

    • Purchase Order Number

    • Purchase Order Document Type

    • Invoice Number

  2. To limit your search, complete one or more of the following optional fields and press Enter:

    • From Date

    • Thru Date

    • Ledger Inquiry Sequence

    • Paid

    • Company

  3. To locate vouchers that use a specific currency, complete the following optional field and press Enter.

    • Currency Code

    For amounts in currencies different from the currency of the company, use Voucher Detail to review the exchange rate that was effective when you entered the voucher.

  4. Toggle the display (F2) to review other currency related fields (optional).

  5. To refine your search, choose Additional Selections Window (F6 - optional).

    Figure 48-2 Additional Selections screen

    Description of Figure 48-2 follows
    Description of "Figure 48-2 Additional Selections screen"

  6. On Additional Selections, complete one or more of the following optional fields:

    • Amount From

    • Amount Thru

    • Sequence

    • G/L Bank Account

    • Payee Address Number

    • Payment Instrument

    • G/L Class

    • Include/Exclude

    • Document Type

    • Include/Exclude

    • Approver Number

    • Business Unit

    • Consolidation Code

Field Explanation
Date From The beginning date in the date range. This is the date starting with which you want the system to display information.
Thru Date The end date through which you want to display information.
Ledger Inquiry Sequence A code used to designate the display sequence of the default ledger in the Ledger Inquiry programs. Valid values are:

1 – document number

2 – net due date

3 – invoice date

4 – statement number (A/R) or invoice number (A/P)

5 – purchase order number

6 – document type, document number

7 – matching document

8 – G/L date

A – summarized by document

B – summarized by due date and document

C - gross amount. You cannot use this sequence when also asking for Paid = 2 or 3 to show matching documents
Paid This field determines which types of transaction are displayed. Valid values are:

  • 0 or N – Only open transactions are displayed.

  • 1 or P – Only paid transactions are displayed.

  • 2 or Y – All transactions are displayed - open and paid.

  • 3 – Paid transactions and receipts are displayed.
Currency Code A code that indicates the currency of a customer's or a supplier's transactions.

Form-specific information

This is the currency code of the vouchers you want displayed.

Values are:

  • Blank– The system supplies the currency code for the supplier from the Address Book system. It is the currency most commonly used by the supplier. Only vouchers entered in that currency are displayed. If the Address Book system has no currency code for the supplier, the currency of company 00000 is used.

  • A specific currency code – This can be any currency code defined on your system. Only vouchers entered in the specified currency are displayed.

  • * (asterisk) – All vouchers are displayed in all currencies for the supplier. Amounts are displayed in the domestic currency associated with the company.

  • + (plus) – All vouchers are displayed in all currencies for the supplier. Amounts are displayed in the foreign currency of the transaction.

  • - (minus) – Amounts are displayed in the currency of the transaction. Foreign amounts are displayed if the transaction was foreign. Domestic amounts are displayed if the transaction was domestic.

48.2.1 What You Should Know About

Topic Description
Reviewing multi-currency voucher information If your organization uses the same supplier for various companies, you can enter a company number to limit your selection. This ensures that all amounts display in the same currency when viewing all vouchers.
Date From and Date Thru The Date From and Date Thru are used in conjunction with certain Ledger Inquiry Sequences. Press F1 on the Ledger Inquiry Sequence field to display a list of valid values.
Net Due Date The program displays both the Discount and the Net Due Dates in the detail area.

See Also:

48.3 Reviewing Vouchers and Voucher Information

When you want to review information on a voucher, you can access the voucher or voucher information. For example, to find the G/L offset or exchange rate, access the voucher. To find the gross amount of the voucher and its due date, access summary information.

You can:

  • Review a voucher

  • Review voucher information

This program shows information in the A/P Ledger table (F0411).

48.3.1 What You Should Know About

Topic Description
Revising a voucher To change or delete a voucher from Supplier Ledger Inquiry, set the appropriate processing option. Otherwise, you can only view a voucher.

To review a voucher

On Supplier Ledger Inquiry

  1. Follow the steps for locating vouchers.

    See Section 48.2, "Locating Vouchers"

  2. Choose Voucher to access Voucher Entry.

To review voucher information

On Supplier Ledger Inquiry

  1. Follow the steps for locating vouchers.

    See Section 48.2, "Locating Vouchers"

  2. Choose Detail option (5) for a voucher to access Supplier Ledger Information.

    Figure 48-3 Supplier Ledger Information screen

    Description of Figure 48-3 follows
    Description of "Figure 48-3 Supplier Ledger Information screen"

48.4 Reviewing Voucher Journal Entries

To review the G/L distribution for a specific voucher, access the associated journal entry.

This program shows information in the A/P Ledger (F0411) and Account Ledger (F0911) tables.

To review a voucher journal entry

On Supplier Ledger Inquiry

  1. Follow the steps for locating vouchers.

    See Section 48.2, "Locating Vouchers"

  2. Choose Journal Entry for a voucher to access AR and AP Journal Entries.

48.4.1 What You Should Know About

Topic Description
Revising a journal entry If you set the appropriate processing option, you can change a journal entry by accessing it through the individual voucher. You cannot change a journal entry by accessing it directly from Supplier Ledger Inquiry.

48.5 Reviewing Voucher Payments

When you want to review all vouchers paid by a specific payment, you can use payment information. For example, you can determine when a voucher was paid and the amount of the payment.

You can:

  • Review voucher payments

  • Review voucher payments for multiple children

To review voucher payments

On Supplier Ledger Inquiry

  1. Complete the following fields:

    • Address Number

    • Paid

  2. Choose Payments for a voucher to access Voucher Remittance.

    Figure 48-4 Voucher Remittance screen

    Description of Figure 48-4 follows
    Description of "Figure 48-4 Voucher Remittance screen"

  3. On Voucher Remittance, choose Payment Review for a payment to access Remittance Detail.

Figure 48-5 Remittance Detail screen

Description of Figure 48-5 follows
Description of "Figure 48-5 Remittance Detail screen"

Field Explanation
Paid This field determines which types of transaction are displayed. Valid values are:

0 or N – Only open transactions are displayed.

1 or P – Only paid transactions are displayed.

2 or Y – All transactions are displayed - open and paid.

3 – Paid transactions and receipts are displayed.

To review voucher payments for multiple children

When you review information for a parent, you can review all of the children associated with that parent. The number of children is unlimited.

On Supplier Ledger Inquiry

  1. Follow the steps for locating vouchers.

    See Section 48.2, "Locating Vouchers"

  2. Complete the following field:

    • Parent Number

48.5.1 What You Should Know About

Topic Description
Reviewing voucher and payment information You can review voucher information along with payment information instead of using two separate programs. To do this, enter the appropriate value (2 or Y, 3) in the Paid field and set a processing option.

See Also:

  • Reviewing Payment Information (P042004) for more information on remittance detail