Supplier Query

Toolbar and menu

Field	Description
Options
Preferences	Configure options that will determine the level of detail to display within the query.
Supplier Currency Projection	Display the cash projection in the currency of the supplier.
Query
Invoice	View details of transactions processed against invoices for a supplier using the AP Supplier Invoices program.
Registered Invoices	View details of registered invoices processed for the supplier using the Browse on AP Registered Invoices program.
Registered Cr/Dr Notes	View details of registered credit notes and/or debit notes processed for the supplier using the Browse on AP Registered Credit and Debit Notes program.
Goods Received Notes	View details of the outstanding GRN's for a purchase order using the Browse on GRNs program. You can also adjust any transactions which have been created through a purchase order receipt and stored in the GRN suspense file.
Outstanding P/orders	View all outstanding (i.e. active) purchase orders for the supplier using the PO Browse on Purchase Orders program. This option is only enabled when outstanding purchase orders exist for the supplier.
Blanket P/orders	View standing orders for the supplier using the Browse on Contracts program.
Contact	View information on contacts for the supplier using the Contact Query program.
Notes	View and maintain these notes using the Admin Notepad Editor (Monospaced Text) program.
Supplier	Enter the code of the supplier whose details you want to query.

Preferences

Field	Description
Select
Cash projection required	Include details on when funds need to be available to pay the transactions, and what discounts are due.
Include unapproved invoices	Include unapproved registered invoice, credit note and debit note values in the relevant cash projection aged bucket, and to display a separate unapproved total.
Project at current rate	Convert foreign amounts into local currency at the current exchange rate. Otherwise these amounts will be converted at the exchange rate prevailing at the time the transaction was entered.
Display retained invoices	Include zero balance invoices in the listview pane of the Supplier Invoices function (i.e. those invoices that you have paid and are retaining for a prescribed period). You can toggle this option from within the Supplier Invoices function.
Display invoices in
Detail	View invoice details together with any transactions processed against the invoice.
Summary	View invoice details only.
Save Preferences	Save these preferences against your operator code and use them for future runs of the program until next you change them.
Close	Save the preferences for the current run of the program only.

Supplier Information

General details about the supplier are displayed in these fields.

Some of the details that can be viewed include:

Field

Description

Cash projections - amount

The supplier's invoices, credit notes and debit notes are accumulated into these buckets, the purpose being to show when funds need to be available to pay invoices, while taking advantage of available discounts.

The size of each of the buckets is determined by your entry at the Cash projection period in days field in the Accounts Payable Setup program.

Each transaction is aged by calculating the difference in days between the company date and either the discount date or the due date against the invoice. Once the difference has been calculated, the transaction is added to the appropriate bucket.

Auto vouchering

Option	Description
Always	The supplier is using auto vouchering and it cannot be overridden during purchase order processing.
Yes	The supplier is using auto vouchering, but it can be overridden during the purchase order processing.
No	The supplier is not using auto vouchering.

Purchase details

Last purchase

This field is updated when an invoice is created in the following programs: AP Permanent Entries Posting, AP Initial Invoice Capture, AP Invoice Posting and the Initial invoice capture and AP Invoice posting business objects.

Contact Details

The Supplier's contact details are displayed in this pane.

Notes

Details that can be viewed from this pane include:

Supplier notes
Management notes

See Password considerations in Notes and warnings.

See Activity considerations in Notes and warnings.

PO History Graph

This graphically represents the monthly purchase history for the supplier in the current year.

This graph does not include outstanding GRNs (Goods Received Notes).

Cash Projection Graph

This graphically represents a cash projection for the supplier.

A cash projection is only displayed if you enabled the Cash projection required preference option.

Custom Form

This displays the custom form information defined against the supplier.

Field	Description
Custom Form Data Entry	Select this to use the Custom Form Data Entry program to enter custom form data against the supplier.

History

Details that can be viewed include:

Field	Description
Last payment details
Check number	The check number of the last payment made to the supplier. You can select the check number to use the Cash Book Zoom on AP Transactions program to view the payment details for the check.
Monthly purchase history	This displays a breakdown of supplier invoices (paid or unpaid) per period for the past 12 months.
MTD purchase history
MTD other	Indicates the month to date value of AP invoices posted to an Expense account of 'Other' when not using GRN matching.
YTD purchase history	Indicates the current fiscal (financial) year's purchase history for the supplier. These fields are initialised with zeroes when the financial year end is run (AP Period End).
YTD other	Indicates the year to date value of AP invoices posted to an Expense account of 'Other' when not using GRN matching.
Previous year purchase history	Indicates the previous fiscal (financial) year's purchase history. When the financial year end is run (AP Period End) the Current year-to-date Purchase History field values are moved to the Previous year-to-date Purchase History fields.

Invoices and Payments

These panes display invoice, credit note, debit note and payment information for the supplier.


	Custom form columns relating to invoices are displayed on the Invoices pane, while custom form columns relating to credit notes, debit notes and adjustments are displayed on the Payments pane.

Some of the details that can be viewed include:

Column	Description
Original discount	Brackets around the Original discount amount denotes that the Discount days have been exceeded (i.e. the discount due date has past) according to the Invoice terms.
Reference	AP-Co REF: in the Reference column of the Payments pane indicates a contra adjustment processed in the AP Invoice Contra program. AP Tax Relief - see the AP Tax relief program. AP Tax Reverse - see Payment Run Tax Relief Recovery. AV:GRN This is displayed for invoices created by Auto Vouchering. It indicates the GRN number for the invoice. When generating invoices by supplier, the first GRN in the grid is used as the invoice reference.
Withholding tax	These columns indicate the withholding tax code and amount for the invoice. These are displayed if the At point of capture option is enabled in the Company Tax Options Setup program.

Column

Description

Original discount

Brackets around the Original discount amount denotes that the Discount days have been exceeded (i.e. the discount due date has past) according to the Invoice terms.

Reference

AP-Co REF: in the Reference column of the Payments pane indicates a contra adjustment processed in the AP Invoice Contra program.

AP Tax Relief - see the AP Tax relief program.

AP Tax Reverse - see Payment Run Tax Relief Recovery.

AV:GRN This is displayed for invoices created by Auto Vouchering. It indicates the GRN number for the invoice. When generating invoices by supplier, the first GRN in the grid is used as the invoice reference.

Withholding tax

These columns indicate the withholding tax code and amount for the invoice.

These are displayed if the At point of capture option is enabled in the Company Tax Options Setup program.

You can highlight a line in this listview and typically use your right mouse button to select Revaluation Details (see AP Browse on Revaluation Details).

Receipt

This displays details of receipts processed from the supplier.

Field	Description
Price	The purchase price only. Additional values for freight, etc are not included in this value.
Foreign Price	The purchase price in the foreign currency if the supplier you are querying is a foreign currency supplier.
Landed price	The total purchase order line value, including the purchase price plus any other charges such as freight. The value in this field is always displayed in your local currency.

Scrap

This displays details of receipts scrapped according to the Scrap Selection options selected.

Notes and warnings

Cash projection considerations

The query displays five buckets, the size of which is determined by your entry at the Cash projection period in days field (Accounts Payable Setup - General tab).

For example, if an entry of 15 was made against the option, then this query displays columns for Past due payables, Current payables, Requirements within 15 to 29 days, Requirements within 30 to 44 days and Requirements in over 44 days.

Each transaction is aged by calculating the difference in days between the company date and either the discount date or the due date against the transaction. If the original discount amount against the transaction is not zero, then the transaction is aged by calculating the difference in days between the discount date and the company date. If the discount amount against the transaction is zero, then the transaction is aged by calculating the difference in days between the due date and the company date.

If the discount or due date is earlier than the company date, then the transaction is deemed past due and the balance is added to the past due bucket. If the difference in days is less than the Cash projection period in days defined in Accounts Payable Setup, then the transaction balance is added to the currently due bucket. Any transaction where the difference in days exceeds the Cash projection period in days is added to the applicable bucket.

The savings anticipated due to discounts are shown per aged bucket in a separate set of buckets and the number of transactions making up the total in each aged bucket is also shown in a separate set of buckets. Any credit notes are accumulated into the applicable aged bucket. If unapproved invoices, credit notes or debit notes are included, these are shown as a separate total as well as being accumulated into the applicable aged bucket.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

Activity	Description
AP Update/add/remove Management/Supplier Notes	Controls whether an operator can maintain Supplier and Management notes for a supplier using the Supplier Query program. This does not prevent the notes from being displayed.

Password considerations

Password access to the following functions in this program may be defined in the Password Definition program. When defined, the password must be entered before you can access the function.

Field	Description
AP Maintenance of credit management notes	This password restricts access to maintaining Management notes for a supplier using the Supplier Query or Suppliers program. This does not prevent the notes from being displayed.

Hints and tips

The query will load faster if you deselect the Cash Projection required preference option.
Use the Options tab in the Invoices, Receipt and Scrap panes to indicate the data to display in the listviews. Select Refresh Details to view your selections.