Vendor Transactions

Vendor Transaction summarizes all the purchases or received inventories/supplies of the company at a given period of time, including related payments.

Vendor Transactions History Report Documentation

Purpose

The Vendor Transactions History Report provides a comprehensive view of all purchase-related activities and payments associated with your vendors (in this case, XYZ Corp) within a specified timeframe. Its primary purpose is to help businesses track expenditures, monitor the payment statuses of invoices (whether fully paid or partially paid), and streamline the reconciliation of outstanding accounts payable.

Step-by-Step Guide to Navigating and Using the Report

1. Locating the Report

• Open the left navigation sidebar.
• Look under the MAIN section and click on REPORTS.
• Expand the Purchases & Payments sub-menu.
• Click on Vendors Transactions to open the main history page.

2. Filtering by Date Range

• Locate the date fields near the top of the report page.
• Select or type your desired start date in the first date field (e.g., 01/01/2026).
• Select or type your desired end date in the second date field (e.g., 12/31/2026).
• Click the Go button to refresh the transaction list based on your chosen timeline.

3. Reviewing Transaction Details

• Module: Identifies the type of accounting ledger entry (e.g., Purchases).
• Transaction Number: The internal system code generated for the entry (e.g., PR181, PR182). You can click on these blue hyperlinks to drill down into the specific transaction details.
• Doc Ref: Displays the vendor's actual Sales Invoice (SI) number, Billing Statement (BS) reference, or a brief description of the transaction (e.g., "Purchase of Supplies").
• Transaction Date: The actual calendar date the purchase or expense was recorded.
• Amount: The total monetary value of the specific purchase voucher.
• Status: Shows whether the voucher has been completely settled (Fully Paid) or still has a remaining balance (Partially Paid).

4. Adjusting Rows Per Page and Pagination

• To change how many transactions you view at once, use the Per Page dropdown menu to choose between 10, 50, or 100 rows.
• To view more results beyond the first page, scroll to the bottom of the list and use the page numbers (1, 2, 3, etc.) or the arrow buttons (‹ or ›) to click through the pages.

5. Exporting the Report

• Look for the blue Export button located at the top right corner of the report workspace.
• Click the button to download the transaction list for offline analysis, auditing, or sharing with management.

6. Navigating Alternate Sub-Tabs

• Depending on your specific tracking needs, you can switch between the tabs located right above the data rows:
  • Purchases vs. Payments (Current View)
  • Cash Disbursements
  • Payment Taxes - VAT
  • Payment Taxes - WHT (Withholding Tax)