Taxable Purchases per Supplier — Complete User Guide — Two Accounts Web
Comprehensive guide for generating, analysing, and understanding the Taxable Purchases per Supplier report — a per-supplier breakdown of taxable purchases grouped by Tax Code
Table of Contents
- What Is the Taxable Purchases per Supplier Report?
- Enabling from the Customize Menu
- Field-by-Field Guide
- Settings Configuration
- Creating a Taxable Purchases per Supplier Report
- How the Taxable Purchases per Supplier Is Calculated
- Drill-Down Capabilities
- Sample Data and Report Output
- Common Issues and Solutions
- Accounting Regulation Compliance
1. What Is the Taxable Purchases per Supplier Report?
The Taxable Purchases per Supplier report shows every taxable purchase transaction grouped first by Tax Code, then by Supplier. For each supplier, it shows the net purchase amount, the tax paid, and the total purchase amount — all at the selected Tax Code rate.
This is the primary report for auditing input VAT claims per supplier. It helps verify that every supplier's tax invoice has been correctly recorded and that the input VAT claimed matches the supplier's tax invoices.
1.1 Structure
The report shows taxable purchase transactions organised in a two-level hierarchy:
- Level 1 — Tax Code: Each Tax Code used in the period becomes a section heading
- Level 2 — Supplier: Within each Tax Code, transactions are grouped by Supplier
- Each supplier row shows three amounts: Net Purchases, Tax on Purchases, Total Purchases
- Tax Code totals — each Tax Code section shows the total for that rate
- Grand total — the bottom row sums across all Tax Codes
2. Enabling from the Customize Menu
The Taxable Purchases per Supplier report appears under:
- Reports → Tax Codes → Taxable Purchases per Supplier
The report is only visible when at least one Tax Code has been created in Settings. Once a Tax Code exists, the report appears automatically. No toggle in Customize Menu is needed.
3. Field-by-Field Guide
3.1 Report Header Fields
Location: Reports → Tax Codes → Taxable Purchases per Supplier → New Report
| Field | Required? | Description |
|---|---|---|
| Description | No | An optional label for the saved report (e.g. "Q1 2026 Purchases by Supplier"). |
| From Date | Yes | The start date. Only transactions on or after this date are included. |
| To Date | Yes | The end date. Only transactions on or before this date are included. |
| Accounting Method | Yes | Accrual Basis — invoices recorded when issued. Cash Basis — purchase invoices converted to cash basis. |
4. Settings Configuration
4.1 Tax Codes
Location: Settings → Tax Codes
Tax Codes define the sales tax / VAT rates. Each Tax Code becomes a section in the report. The Tax Code determines which transactions are included — only transactions with a Tax Code assigned appear.
4.2 Suppliers
Location: Settings → Suppliers
Supplier records are the grouping level within each Tax Code section. Each supplier with taxable purchase transactions in the period appears as a row within the relevant Tax Code section.
5. Creating a Taxable Purchases per Supplier Report
- Ensure at least one Tax Code exists in Settings → Tax Codes
- Ensure suppliers exist and have purchase transactions with Tax Codes
- Go to Reports → Tax Codes → Taxable Purchases per Supplier
- Click New Report
- Enter a Description (optional)
- Enter the From Date and To Date
- Choose the Accounting Method — Accrual or Cash Basis
- Click Save
- The report generates showing each Tax Code section with suppliers and their purchase totals
6. How the Taxable Purchases per Supplier Is Calculated
6.1 Transaction Loading
The system loads all General Ledger transactions within the period and calculates Cost of Goods Sold. If Cash Basis is selected, purchase invoices are converted to cash basis by matching them to payments. Only transactions that meet ALL three conditions are included:
- Have a Tax Code assigned
- Have a Supplier reference
- Are one of the following document types: Purchase Invoice, Debit Note, or Letter of Credit
6.2 Per-Tax-Code Then Per-Supplier Grouping
Transactions are first grouped by Tax Code. Within each Tax Code, transactions are further grouped by Supplier. For each supplier, the net purchase amount, tax amount, and total amount are calculated and displayed as a single row.
6.3 The Three Columns
| Column | Bold? | Filter | Formula | Example |
|---|---|---|---|---|
| Net Purchases | No | NOT a tax transaction AND NOT a sale (purchase) | Sum of account currency amounts (no sign flip — purchases are naturally positive) | Purchase Invoice net 50,000 → 50,000 |
| Tax on Purchases | Yes | IS a tax transaction AND NOT a sale (purchase) | Sum of account currency amounts (no sign flip) | Input VAT 7,500 → 7,500 |
| Total Purchases | No | Net Purchases + Tax on Purchases | 50,000 + 7,500 = 57,500 | |
6.4 Account Amount Usage
This report uses the account currency amount rather than the base currency amount. This means:
- If the supplier's transactions are in a foreign currency, the amounts are shown in the transaction's currency, not in the base currency
- If all transactions are in the base currency, the account amount equals the base amount
- The drill-down viewer also uses account currency amounts for consistency
7. Drill-Down Capabilities
The Net Purchases and Tax on Purchases columns are clickable. Clicking any amount opens a detailed transaction viewer showing the individual purchase transactions behind that figure.
| Drill-Down Target | Filter Applied | What You See |
|---|---|---|
| Net Purchases cell | That Tax Code + date range + NOT a tax transaction + only purchases + that Supplier | Individual Purchase Invoices, Debit Notes, and LC entries that make up the net purchase amount for that supplier |
| Tax on Purchases cell | That Tax Code + date range + IS a tax transaction + only purchases + that Supplier | The input VAT entries for that supplier — each showing invoice reference, date, and tax amount |
Each drill-down view displays:
- Date — the transaction date
- Transaction — the document type and reference
- Supplier — the supplier name
- Description — transaction narrative
- Amount — the account currency amount
- Tax Code — the tax code applied
8. Sample Data and Report Output
8.1 Sample Setup
A trading company uses two Tax Codes — VAT-15 (15% standard) and VAT-5 (5% reduced). Purchases were made from three suppliers during January 2026:
Tax Codes Defined
| Code | Label | Rate |
|---|---|---|
| VAT-15 | Standard Rate VAT | 15% |
| VAT-5 | Reduced Rate VAT | 5% |
Transactions
| Date | Type | Supplier | Net Amount | Tax Amount | Total | TaxCode |
|---|---|---|---|---|---|---|
| 5-Jan | Purchase Invoice | Supplier X | 50,000 | 7,500 | 57,500 | VAT-15 |
| 10-Jan | Purchase Invoice | Supplier Y | 80,000 | 4,000 | 84,000 | VAT-5 |
| 15-Jan | Purchase Invoice | Supplier X | 20,000 | 3,000 | 23,000 | VAT-15 |
| 20-Jan | Debit Note | Supplier Y | (5,000) | (250) | (5,250) | VAT-5 |
| 25-Jan | Purchase Invoice | Supplier Z | 100,000 | 5,000 | 105,000 | VAT-5 |
| 28-Jan | Purchase Invoice | Supplier Z | 30,000 | 4,500 | 34,500 | VAT-15 |
8.2 Report Output
Taxable Purchases per Supplier — ABC Trading
For the period: 1-Jan-2026 to 31-Jan-2026
Accrual basis
Net Purchases Tax on Purchases Total Purchases
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
VAT-15
Supplier X 70,000 10,500 80,500
Supplier Z 30,000 4,500 34,500
VAT-15 Totals 100,000 15,000 115,000
─────── ─────── ───────
VAT-5
Supplier Y 75,000 3,750 78,750
Supplier Z 100,000 5,000 105,000
VAT-5 Totals 175,000 8,750 183,750
─────── ─────── ───────
Grand Total 275,000 23,750 298,750
8.3 Verification of Calculation
VAT-15 @ 15%:
Supplier X: 50,000 + 20,000 = 70,000 Net × 15% = 10,500 Tax ✓
Supplier Z: 30,000 Net × 15% = 4,500 Tax ✓
Total: 100,000 Net, 15,000 Tax ✓
VAT-5 @ 5%:
Supplier Y: 80,000 − 5,000 (DN) = 75,000 Net × 5% = 3,750 Tax ✓
Supplier Z: 100,000 Net × 5% = 5,000 Tax ✓
Total: 175,000 Net, 8,750 Tax ✓
GRAND TOTAL:
Net Purchases: 70,000 + 30,000 + 75,000 + 100,000 = 275,000 ✓
Tax on Purchases: 10,500 + 4,500 + 3,750 + 5,000 = 23,750 ✓
Total Purchases: 80,500 + 34,500 + 78,750 + 105,000 = 298,750 ✓
Net × rates: (100,000 × 15%) + (175,000 × 5%) = 15,000 + 8,750 = 23,750 ✓
DR = CR (all transactions):
PI Supplier X (#1): Dr Expense 50,000 + Dr Tax 7,500 = Cr AP 57,500 ✓
PI Supplier Y: Dr Expense 80,000 + Dr Tax 4,000 = Cr AP 84,000 ✓
PI Supplier X (#2): Dr Expense 20,000 + Dr Tax 3,000 = Cr AP 23,000 ✓
DN Supplier Y: Dr AP 5,250 = Cr Expense 5,000 + Cr Tax 250 ✓
PI Supplier Z (#1): Dr Expense 100,000 + Dr Tax 5,000 = Cr AP 105,000 ✓
PI Supplier Z (#2): Dr Expense 30,000 + Dr Tax 4,500 = Cr AP 34,500 ✓
9. Common Issues and Solutions
9.1 No Data Appears
Cause: No purchase transactions with a Tax Code and Supplier were found within the selected date range.
Solution: Verify that Tax Codes exist, suppliers exist, and purchase invoices have been created with a Tax Code selected on line items. The report only includes Purchase Invoice, Debit Note, and Letter of Credit transactions.
9.2 Supplier Does Not Appear
Cause: The supplier's purchase transactions may not have a Tax Code assigned, or the transaction type is not one of the supported types (Purchase Invoice, Debit Note, Letter of Credit).
Solution: Check that the supplier's purchase invoices have a Tax Code on the line item. Payments alone (without a Purchase Invoice) are not included — they do not carry a Tax Code or a Supplier reference on the GL entry.
9.3 Amounts Differ from Tax Summary
Cause: This report uses account currency amounts while the Tax Summary uses base currency amounts. For foreign currency transactions, the two will differ by the exchange rate effect.
Solution: Use this report for supplier-level auditing (where the supplier's currency is relevant). Use the Tax Summary for VAT return preparation (where base currency amounts are required).
9.4 Debit Note Shows Negative Amounts
Cause: A Debit Note reduces the amount owed to a supplier. It is shown as a negative adjustment within the same Tax Code and Supplier group, correctly reducing the net totals.
Solution: This is correct. Debit Notes represent returns or reductions in the purchase value, and their tax amounts are also reversed.
9.5 Cash Basis Shows Different Amounts
Cause: Under Cash Basis, purchase invoices are converted to cash basis by matching them to payments. The net and tax amounts reflect the paid portion, not the invoiced portion.
Solution: Use Accrual Basis for VAT return purposes (input VAT is claimable when the invoice is received). Use Cash Basis only if your business is registered on the cash basis for VAT.
9.6 Letter of Credit Transactions Appear
Cause: Letter of Credit (LC) import transactions are included in this report if they have a Tax Code and Supplier reference. LC cost lines with Tax Codes appear as purchase transactions under the relevant supplier.
Solution: This is correct. LC import costs with VAT are taxable purchases and should be included in the input VAT claim.
10. Accounting Regulation Compliance
10.1 IAS 12 — Income Taxes
| Requirement | Reference | Compliance |
|---|---|---|
| Input VAT recoverable recorded per transaction | §12 | ✓ Every taxable purchase is recorded with its Tax on Purchases amount, providing the audit trail for input VAT claims. |
10.2 IFRS 15 — Revenue from Contracts with Customers
| Requirement | Reference | Compliance |
|---|---|---|
| Transaction price excludes taxes collected on behalf of third parties | §47 | ✓ Net Purchases shows the tax-exclusive cost. Tax on Purchases shows the VAT component separately. |
10.3 NBR VAT Act 2012 (Bangladesh)
| Requirement | Reference | Compliance |
|---|---|---|
| Input VAT credit requires valid tax invoice from supplier | §38 | ✓ The report groups by supplier, making it easy to verify that each supplier's tax invoice is on file and matches the claimed input VAT. |
| Credit/Debit notes adjust input VAT | §39 | ✓ Debit Notes appear as negative adjustments in the same supplier group, correctly adjusting the input VAT claim. |
| VAT rate differentiation | Multiple | ✓ Purchases at different VAT rates appear under separate Tax Code sections, ensuring correct rate application. |
10.4 DR = CR Verification
Sample Data Verification:
VAT-15 Total: 100,000 Net × 15% = 15,000 Tax ✓
VAT-5 Total: 175,000 Net × 5% = 8,750 Tax ✓
Combined: 23,750 Tax = (100,000 × 15%) + (175,000 × 5%) ✓
All transactions DR = CR:
PI Supplier X (#1): 50,000 + 7,500 = 57,500 ✓
PI Supplier Y: 80,000 + 4,000 = 84,000 ✓
PI Supplier X (#2): 20,000 + 3,000 = 23,000 ✓
DN Supplier Y: 5,250 = 5,000 + 250 ✓
PI Supplier Z (#1): 100,000 + 5,000 = 105,000 ✓
PI Supplier Z (#2): 30,000 + 4,500 = 34,500 ✓
Total input VAT: 7,500 + 4,000 + 3,000 − 250 + 5,000 + 4,500 = 23,750 ✓
End of Taxable Purchases per Supplier Guide