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How to... (Suppliers Screen)

The following describe how to carry out tasks in the Suppliers screen.

Add a new supplier

In the Suppliers screen, tap Add a new supplier and complete the details.

Modify supplier details

In the Suppliers screen, tap i and complete the details.

View the amounts you owe each supplier

This is listed in the Suppliers screen.

View all purchases, payments and credits for a supplier

In the Suppliers screen, tap the name of the supplier.

View a statement for a supplier

In the Suppliers screen, tap and hold the name of the supplier, then tap Statements.

Enter a new purchase

  1. In the Suppliers screen, tap the supplier.

  2. Tap Add a new transaction.

  3. Set Transaction Type to Purchase, set Account 2 to the appropriate expense or asset account and complete all other details.

Note: If you wish, you can split the transaction into separate line items. You can also set the transaction to re-occur automatically at specified intervals. Please see below.

Enter a new payment

  1. In the Suppliers screen, tap the supplier.

  2. Tap Add a new transaction.

  3. Set Transaction Type to Payment/Credit, set Account 2 to the appropriate account (normally a bank, petty cash or credit card account) and complete all other details.

Note: If you wish, you can split the transaction into separate line items. You can also set the transaction to re-occur automatically at specified intervals. Please see below.

Enter a new credit

  1. In the Suppliers screen, tap the supplier.

  2. Tap Add a new transaction.

  3. Set Transaction Type to Payment/Credit, set Account 2 to the appropriate expense account (usually the same as the existing purchase) and complete all other details. The Amount should be positive. 

    Note: The text "Payment/Credit" is shown in red for a credit.

Note: If you wish, you can split the transaction into separate line items. You can also set the transaction to re-occur automatically at specified intervals. Please see below.

Open an existing purchase, payment or credit transaction

  1. In the Suppliers screen, tap the supplier.

  2. Tap the existing transaction.

  3. If necessary, edit the details.

Generate a PDF sales invoice or credit note (on behalf of the supplier)

Note: The following generates a sales invoices or credit note to you. Most businesses require the supplier to carry out these tasks.

  1. Enter a new purchase/credit or open an existing purchase/credit, as described above.

  2. Tap Send. You can print, email or open the PDF as required.

Enter a payment for a specific purchase

  1. Open an existing purchase, as described above.

  2. Scroll to the section Payments Made at the bottom of the form. Tap Make Payment... and complete the details. A tick will appear against the purchase to indicate that you have paid the supplier.

Note: Tap and hold Make Payment to set the payment more quickly. This is suitable if the payment is made with today's date for the full amount and paid from the main bank account.

Tap on a payment in the list to edit the details. If the payment is a partial payment, you can tap Make Payment again later to enter a further payment.

To simply mark the purchase as paid, turn on Fully Paid. This only adds the PAID stamp to invoices and has no financial effect on the supplier balance.

Access the payment transaction for a specific purchase

  1. Open an existing purchase for which you previously used Make Payment.

  2. Scroll to the section Payments Made at the bottom of the form. Identify the payment by date and amount and tap to view or edit the details. From there you can edit the details, or send a remittance advice to the supplier.

Manually mark a purchase as "PAID"

  1. Open an existing purchase, as described above.

  2. Scroll to the section Payments Made at the bottom of the form. Turn on Fully Paid.

A tick will appear against the purchase to indicate that you have paid the supplier. You may want to use this option if you have not used Make Payment.

Note: This option has no effect on the amount you owe the supplier. It is provided merely as a visual aid in the supplier transaction list.

Split a transaction into separate line items

  1. Create a new transaction or open an existing transaction, as described above.
  2. Tap add, followed by Add Split and complete the details.

You can delete an item by setting Amount to zero, or by swiping from right to left and tapping Remove split.

Create a duplicate of a transaction

A quick method to create a transaction is to duplicate similar existing transaction, as follows:

  1. Open an existing transaction, as described above.
  2. Tap add, followed by Duplicate. All details of the original are duplicated except the date.

Alternatively, tap and hold an existing transaction and tap Duplicate.

Set up a recurring transaction

You can set up a transaction to repeat automatically at a specified interval as follows:

  1. Create a new transaction or open an existing transaction, as described above.
  2. Tap add, followed by Make Recurring.
  3. Tap the Repeat field, then the interval between each transaction (such as every month).

Each transaction generated in the future will be a clone of the first (except the date).

You can prevent the transaction from recurring by setting Repeat to None.

Note: You can view a list of all recurring transactions by tapping Recurring Transactions in the Accounts screen.