Track payments to suppliers

Introduction

• Purchase Invoices (AP301000): To verify if the invoice is paid and see the payment documents
• Supplier details (AP402000): To view all payments to a supplier
• Approve invoices (Approval) (AP50200S) To see whether an invoice has been approved for payment

Check whether an invoice has been paid

1. Go to the Purchase invoices (AP301000) window.

2. In the Type field of the top part, select Purchase invoice.

3. In the Reference no. field, select the invoice whose payments you want to check.

4. Check whether the invoice has been paid as follows:

   • In the Balance field, look at the amount to be paid for the invoice. If the amount is zero, the invoice has been paid in full.
   • On the Applications tab, view all payments that have been applied to the invoice.

View all payments to a supplier

1. Go to the Supplier details (AP402000) window.

2. In the Branch field of the top part, select the branch for which you want to view prepayments.

3. In the Supplier field, select the supplier.

4. In the Period field, select the financial period for which the payments will be displayed, or leave the field blank to view all payments.

5. Optional: Select the Include unreleased documents check box to include the unreleased documents.

6. Optional: Select the Show all documents check box to show all documents regardless of their status.

7. Check the payments to the supplier as follows:

   • In the table, view the list of payments that match the selected criteria.
   • In the Balance by documents field of the top part,check the total amount of payments to the supplier, based on the criteria you have selected.
   • In the Current balance field, look at the total amount of payments to the supplier, as retrieved from the supplier ledger account history records stored in the database.

See whether an invoice has been approved for payment

1. Go to the Approve invoices (Approval) (AP50200S) window.

2. In the Selection date field of the top part, specify the approval date.

   By default, the system uses the current business date.

3. Select the supplier whose invoices you want to check.

4. Optional: In the top part, specify other filtering criteria to narrow the search results.

5. In the table, look for invoices with the Open status that meet the selected criteria. If an invoice is approved for payment, the check box in the unlabelled column will be selected, and the payment’s payment date will be visible in the Payment date field.