Supplier Summary — Complete User Guide — Two Accounts Web

Comprehensive guide for generating, analysing, and understanding the Supplier Summary report — a per-supplier breakdown of opening balance, invoices, payments, debit notes, refunds, journal entries, and closing balance

Table of Contents

1. What Is the Supplier Summary Report?
   • Purpose and Structure
   • vs Other Supplier Reports
2. Enabling from the Customize Menu
3. Field-by-Field Guide
   • Report Header Fields
4. Settings Configuration
   • Suppliers
   • Divisions
5. Creating a Supplier Summary Report
6. How the Supplier Summary Is Calculated
   • Transaction Reads
   • Transaction Type Grouping
   • Sign Convention and Account Amount
   • Opening Balance Calculation
   • Period Movements
   • Closing Balance
   • Division Filtering
   • Currency Grouping
   • Column Order
7. Drill-Down Capabilities
8. Sample Data and Report Output
   • Sample Setup
   • Supplier Summary Output
   • Verification of Calculation
9. Common Issues and Solutions
10. Accounting Regulation Compliance

1. What Is the Supplier Summary Report?

The Supplier Summary report shows a per-supplier breakdown of all Accounts Payable activity over a period. For each supplier, it displays the opening balance, then separates the period's activity by transaction type — invoices received, payments made, debit notes, refunds received, and journal entries — and calculates the closing balance.

This is a movement analysis report for accounts payable, the supplier-side equivalent of the Customer Summary report.

1.1 Purpose and Structure

The report shows for each supplier:

• Opening Balance — the outstanding AP balance carried into the period
• Column per transaction type — invoices, payments, debit notes, refunds, journal entries — each in its own column. Only columns with activity in the period are shown.
• Closing Balance — the outstanding AP balance at period end

Suppliers are sorted alphabetically by name. If multiple currencies are used, suppliers are grouped by currency with subtotals.

1.2 vs Other Supplier Reports

2. Enabling from the Customize Menu

The Supplier Summary report appears under:

• Reports → Suppliers → Supplier Summary

The report is only visible when the Suppliers tab is enabled in Customize Menu. No additional toggle is needed.

3. Field-by-Field Guide

3.1 Report Header Fields

Location: Reports → Suppliers → Supplier Summary → New Report

4. Settings Configuration

4.1 Suppliers

Location: From Suppliers Menu

Each supplier's name, code, currency, and division are used in the Supplier Summary report. Suppliers with no AP activity in the period are not shown.

4.2 Divisions

Location: Settings → Divisions

When a Division is selected on the report, only suppliers whose Division field matches the selected division are included.

5. Creating a Supplier Summary Report

1. Go to Reports → Suppliers → Supplier Summary
2. Click New Report
3. Enter the From Date and To Date
4. Optionally select a Division
5. Click Save
6. The report generates showing each supplier with their opening balance, period activity by transaction type, and closing balance

6. How the Supplier Summary Is Calculated

6.1 Transaction Reads

The system reads all General Ledger transactions where the GL account is an Accounts Payable account, filtered by the report date range.

6.2 Transaction Type Grouping

Transactions are grouped by supplier and by transaction type. The system automatically detects which transaction types appear in the period and creates a column for each. Purchase Invoices appear first, then by frequency.

6.3 Sign Convention and Account Amount

Accounts Payable has a credit-normal balance. The system multiplies the sum by −1 so that amounts owed display as positive numbers. All amounts use the account currency amount — for foreign currency suppliers, amounts are shown in the supplier's currency.

6.4 Opening Balance Calculation

Opening Balance = Sum of (account currency amount) × −1
    for ALL AP transactions where:
    • Date is BEFORE the period From Date
    OR the entry is an Opening Balance Entry (regardless of date)

6.5 Period Movements

Each transaction type column shows the sum of account currency amounts × −1 for transactions of that type in the period:

6.6 Closing Balance

Closing Balance = Opening + Invoices + Payments + DebitNotes + Refunds + JEs

6.7 Division Filtering

When a Division is selected, only suppliers whose Division matches are included. The division name appears in the report subtitle.

6.8 Currency Grouping

If suppliers use multiple currencies, the report groups by currency. Base currency appears first, followed by foreign currency groups alphabetically.

6.9 Column Order

1. Opening Balance — always first
2. Invoices — always first among transaction types
3. All other types — ordered by frequency
4. Closing Balance — always last (bold)

7. Drill-Down Capabilities

The amounts in the report are not directly clickable for this version. To see individual transactions behind any amount, use the General Ledger Transactions or Supplier Statements (Transactions) reports filtered to the specific supplier and period.

8. Sample Data and Report Output

8.1 Sample Setup

A trading company has two suppliers with the following AP activity during January 2026:

Opening Balances (1 January 2026)

Transactions During January 2026

8.2 Supplier Summary Output

Supplier Summary — ABC Trading
For the period: 1-Jan-2026 to 31-Jan-2026

              Opening            Debit                     Closing
              Balance  Invoices  Payments  Notes  Refunds  JEs     Balance
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Supplier X     40,000    57,500    90,000  5,750       —  2,000     15,250  ¹
Supplier Y     15,000   115,000    15,000      —   3,000     —    112,000  ²
               ───────  ───────   ───────  ─────  ─────  ─────    ───────
Total          55,000   172,500   105,000  5,750  3,000  2,000    127,250  ³

Notes:

1. Supplier X: Opening 40,000 + Invoice 57,500 − Payment 40,000 − Payment 50,000 + DebitNote 5,750 + JE 2,000 = 40,000 + 57,500 − 90,000 + 5,750 + 2,000 = 15,250 Cr ✓
2. Supplier Y: Opening 15,000 + Invoice 115,000 − Payment 15,000 − Refund 3,000 = 15,000 + 115,000 − 15,000 − 3,000 = 112,000 Cr ✓
3. Total: Opening 55,000 + Invoices 172,500 − Payments 105,000 + DebitNotes 5,750 − Refunds 3,000 + JEs 2,000 = 127,250 Cr ✓

8.3 Verification of Calculation

OPENING BALANCES (pre-1-Jan-2026):

  Supplier X:  40,000 Cr ✓
  Supplier Y:  15,000 Cr ✓
  Total:       55,000 Cr ✓

PERIOD ACTIVITY (1-Jan to 31-Jan):

  Invoices:
    Supplier X: PI-001 57,500
    Supplier Y: PI-002 115,000
    Total:      172,500 ✓

  Payments:
    Supplier X: Pmt-5 40,000 + Pmt-7 50,000 = 90,000
    Supplier Y: Pmt-6 15,000
    Total:      105,000 ✓

  Debit Notes:
    Supplier X: DN-001 5,750 ✓

  Refunds:
    Supplier Y: Rct-8 3,000 ✓

  Journal Entries:
    Supplier X: JE-001 2,000 ✓

CLOSING BALANCES:

  Supplier X:  40,000 + 57,500 − 90,000 + 5,750 + 2,000 = 15,250 Cr ✓
  Supplier Y:  15,000 + 115,000 − 15,000 − 3,000 = 112,000 Cr ✓
  Total:       15,250 + 112,000 = 127,250 Cr ✓

DR = CR (all transactions):
  PI-001:      Dr Exp 50,000 + Dr Tax 7,500 = Cr AP 57,500 ✓
  Pmt-5:       Dr AP 40,000 / Cr Cash 40,000 ✓
  PI-002:      Dr Exp 100,000 + Dr Tax 15,000 = Cr AP 115,000 ✓
  DN-001:      Dr AP 5,750 / Cr Exp 5,000 + Cr Tax 750 ✓
  Pmt-6:       Dr AP 15,000 / Cr Cash 15,000 ✓
  JE-001:      Dr FX Loss 2,000 / Cr AP 2,000 ✓
  Pmt-7:       Dr AP 50,000 / Cr Cash 50,000 ✓
  Rct-8:       Dr Cash 3,000 / Cr AP 3,000 ✓

  Total AP change: +57,500 − 40,000 + 115,000 + 5,750 − 15,000 + 2,000 − 50,000 − 3,000 = +72,250
  Opening AP:   55,000
  Closing AP:   55,000 + 72,250 = 127,250 ✓
  Report total: 127,250 ✓

9. Common Issues and Solutions

9.1 No Suppliers Appear

Cause: No suppliers have AP activity in the selected period, or all were filtered out by Division.

Solution: Broaden the date range. Clear the Division filter. Verify suppliers have purchase invoices or payments.

9.2 Opening Balance Does Not Match Prior Period

Cause: The opening balance includes all pre-period AP transactions. New or corrected transactions with pre-period dates will change it.

Solution: This is correct — the opening balance is a dynamic calculation reflecting all transactions up to the period start.

9.3 Closing Balance Does Not Match Aged Payables

Cause: The Supplier Summary includes all AP activity. The Aged Payables only shows unpaid invoices. Differences may arise from unallocated credits or opening balances without supplier references.

Solution: Check the GL AP balance for the correct total. The Supplier Summary should match the GL.

9.4 Column Order Is Different from Customer Summary

Cause: For AP, Purchase Invoices appear first (instead of Sales Invoices for AR). This reflects the different nature of AP vs AR transactions.

Solution: This is correct. The column order is: Opening Balance → Invoices → other types by frequency → Closing Balance.

9.5 Currency Grouping Does Not Show

Cause: Currency grouping only activates when multiple currencies are detected across suppliers.

Solution: This is correct. For single-currency reports, a flat list is shown.

9.6 Division Filter Shows No Data

Cause: No suppliers in the selected division have AP activity.

Solution: Remove the Division filter. Verify suppliers are assigned to the correct Division.

10. Accounting Regulation Compliance

10.1 IAS 1 — Presentation of Financial Statements

10.2 IFRS 9 — Financial Instruments

10.3 DR = CR Verification

Sample Data Verification:

  Opening AP:            55,000 Cr
  + Invoices:           172,500 Cr
  − Payments:           105,000 Dr
  + Debit Notes:          5,750 Cr
  − Refunds:              3,000 Dr
  + JEs:                  2,000 Cr
  = Closing AP:         127,250 Cr ✓

  All transactions DR = CR ✓
  Closing AP matches Balance Sheet ✓

End of Supplier Summary Guide