The Vendor Ledger is part of the Vendor Master function and provides information regarding vendor invoicing and accounting activity.
- Paid and open invoices
- Payment and purchasing history
- Account aging and credit information
Access the vendor ledger
Go to Accounting > Accounts Payable > Vendor Ledger 
to access this portion of the Vendor Master record. The Vendor Master will open to the Ledger tab on the left.
The screen will default to open invoices, defined as items for which a payment has not been made by check, a partial payment has been made or a previous payment has been voided, rendering the invoice open again.
There are 2 ways to view paid items. Each screen presents information from a different perspective.
- Change Type from Open to Paid
- Choose the Payment History Tab
Validate the vendor ledger
The Paid selection is organized from the perspective of the invoice. Items are sorted by invoice date and will not necessarily tie to your fiscal year. When viewing in expanded mode each paid item is followed by a reference of the check that paid it. This sample shows 4 invoices paid by check #066811.
The Payment History tab is organized from the perspective of the payment vehicle. Items are sorted by check date and will not necessarily tie to your fiscal year. When viewing in expanded mode each check is followed by the items covered. This sample shows the same 4 paid invoices under check #066811.
Purchases Year to Date is equivalent to the sum of the Open and Paid invoices ($898.33 + $10,375.31 = $11,273.64). It will tie to the Purchase Journal produced by Date Range and Vendor.
Payments Year to Date is equivalent to the amount on the Payment History tab ($11,930.34). It will tie to the Cash Disbursements Journal produced by Date Range and Vendor.
Produce journal reports
The Purchase Journal is available on the End of Month menu and Accounts Payable menu. The Accounts Payable menu version is more suitable for tying to a vendor’s ledger.
Go to Accounting > Accounts Payable > Purchase Journal.
- Branch: Leave blank to select all branches.
- Purchase Journal By: Choose Vendor.
- A/P Type: Choose Regular A/P.
- Starting Period and Ending Period: Enter a date range representing a calendar year.
- Based On: Choose Entry Date.
- Entered By: Leave blank to select all users.
- Vendor Category: Leave blank to select all vendor categories.
- Non Vendor: Choose Include.
The Cash Disbursements Journal is available on the End of Month menu and Accounts Payable menu. The Accounts Payable menu version is more suitable for tying to a vendor’s ledger.
Go to Accounting > Accounts Payable > Cash Disbursements Journal.
- G/L Bank Account: Leave blank to select all banks.
- Cash Disbursement By: Choose Vendor.
- Report Type: Choose Summary.
- Starting Period and Ending Period: Enter a date range representing a calendar year.
- Based On: Choose Check Date.
- Vendor Category: Leave blank to select all vendor categories.
- Hand Check: Choose Include.
Produce an exportable vendor file report
To obtain an exportable report, use the report builder available in all master files.
- Go to File > Vendor > Master.
- Click the Report button at the bottom left side of the screen to begin creating a custom report.
- The Criteria Options window opens. The system includes several common filters. If the desired filter is not available here it can be added by choosing the Additional Criteria bar and clicking Add Criteria.
- If no filters are needed, click OK to proceed to the Field Selection window.
- Build the report by dragging a field on the left to the Print Order section on the right.
- Click OK to run the report. Content may be viewed, printed, faxed, or e-mailed. Regardless of the filtered criteria, the report will populate all activity
This image shows a sample report specification of all purchases and payments for the past 2 years.
