# Supplier Statement
A period statement for one supplier showing opening and closing balances, transaction summary, full ledger, open cheques, post-dated cheques, and payment position.
Overview
The Supplier Statement is a single-supplier account statement for a date range. It is used for reconciliation, payment planning, and sharing outstanding position with the supplier.
ERP path: Purchase → Reports → Supplier Statement
The report combines purchase-side invoices and payments with sale-side credits when the supplier is linked to a customer.
Access
| Permission | Description |
|------------|-------------|
| View | Open and generate the report |
| Export | Download to Excel |
| Print | Print the generated statement |
Filters
| Filter | Description |
|--------|-------------|
| Supplier * | One supplier — required before generate. |
| Date range * | From and To dates for the statement period. |
| Hide / Show Cash Invoices | When Hide Cash Invoices is selected, cash purchase invoices are excluded from the ledger and summary. Credit purchases remain. |
Select supplier and period, then click Generate.
Actions
| Action | Description |
|--------|-------------|
| Generate | Build the statement for the selected supplier and period. |
| Export | Export the generated report to Excel. |
| Print | Print the current statement. |
Ledger rows with a linked voucher open a quick-view when you click the narration (e.g. purchase invoice, payment voucher, debit note).
After generation, the top section shows supplier identity and balance figures:
| Field | Description |
|-------|-------------|
| Period | From and To dates selected. |
| Supplier code / name | Party code and name from supplier master. |
| Address, phone, email, GSTN | Contact and tax details. |
| Opening balance | Balance at the start of the period (before From date). |
| Closing balance | Balance at end of period (To date). |
| Open Cheques | Cheques you issued to the supplier not yet cleared. |
| Open Received Cheques | Cheques received from the supplier not yet cleared. |
| Post Dated Received Cheques | Received cheques with future dates. |
| Post Dated Issued Cheques | Issued cheques with future dates (PDC). |
Transaction summary
A summary table counts and totals transaction types in the selected period:
| Type | Included documents |
|------|-------------------|
| Purchase Invoice (cash / credit) | Split when cash invoices are visible; cash excluded when hidden. |
| Payment Voucher | Payments to the supplier, including set-off payment vouchers that affect this supplier. |
| Debit Note | Debit notes from the supplier. |
| Receipt Voucher | Receipts linked to the supplier account, including Supplier Balance Adjustment set-offs. |
| Sale Invoice / Credit Note | When supplier is linked to a customer — sale-side entries on that link. |
| Others | Journal and other entries affecting the supplier ledger. |
Totals respect the Hide Cash Invoices filter.
Ledger
The main ledger lists every line affecting the supplier account in date order.
| Column | Description |
|--------|-------------|
| Date | Transaction date. |
| Narration | Description with document reference — click to open quick-view where supported. |
| Due Date | Due date on invoices or cheque-related lines. |
| Cash Bill | Indicates cash-bill documents when cash invoices are shown. |
| Debit | Amount reducing what you owe (payments, debit notes, set-offs that clear payables, etc.). |
| Credit | Amount increasing what you owe (purchase invoices, Supplier A side of a supplier-to-supplier set-off, etc.). |
| Closing Balance | Running balance after each line. |
The first data row is typically Opening with the opening balance. Subsequent rows update the running closing balance through the period.
Cheque sections
Below the ledger, detail sections list:
| Section | Description |
|---------|-------------|
| Open Cheques | Cheques issued to the supplier not yet cleared. |
| Open Received Cheques | Cheques received from the supplier not yet cleared. |
| Post Dated Received Cheques | Received cheques with future dates. |
| Post Dated Issued Cheques | Issued cheques with future dates (PDC). |
Header totals for open and post-dated cheques align with these sections.
Ledger logic
- Hide cash invoices — Cash purchase invoices are excluded from ledger and summary when the filter is set to hide. Journal lines tied to cash purchase documents may also be filtered.
- Payment vouchers — Payments reduce the supplier balance (debit); TDS and cash discount on payments can appear as separate ledger lines referencing the payment voucher.
- Purchase invoices — Increase the supplier balance (credit).
- Linked customer — If the supplier is linked to a customer, sale invoices and credit notes on that relationship can appear on the statement.
- Open documents — Partially paid invoices contribute to balance and may appear in narration with bill balance context.
- Opening vs ledger closing — Header opening and closing balances come from the supplier ledger as at the period dates. Ledger lines must include all set-offs in the period so the running balance matches the header closing balance.
Set-offs on the statement
Approved balance adjustments appear on the ledger as On Set-off lines (with voucher number and related bill references). They are included so the statement running balance matches the supplier ledger.
| Set-off type | Created from | How it appears for this supplier |
|--------------|--------------|----------------------------------|
| Supplier Balance Adjustment | Receipt Voucher | Debit — clears payables against the party's customer receivables. |
| Customer Balance Adjustment | Payment Voucher | Debit — clears this supplier's payables against customer receivables. |
| Supplier To Supplier Adjustment (Supplier A) | Payment Voucher | Credit — Supplier A side of the transfer. |
| Supplier To Supplier Adjustment (Supplier B) | Payment Voucher | Debit — Supplier B side (debit note documents applied). |
Set-off lines do not involve cash or bank movement. Narration typically starts with On Set-off and lists related purchase invoice or debit note references.
FAQ
Why is my closing balance different from the supplier master outstanding?
Check the date range — closing balance is as at the To date. Toggle Hide Cash Invoices to match how you track payables. Cheque sections show instruments not yet cleared.
What does Hide Cash Invoices do?
It removes cash purchase invoices from the ledger and transaction summary. Use this when you only want credit payables on the statement.
Why do I see sale invoices on a supplier statement?
When the supplier master is linked with a customer, sale-side entries on that link are included for a combined party view.
Why is a payment missing from the ledger?
Confirm the payment voucher is in the date range, allocated to this supplier, and not filtered by cash-invoice rules on related documents.
Why is the header closing balance zero but the ledger still shows a balance?
Header closing comes from the supplier ledger. If set-offs in the period were missing from the ledger, the running balance would not catch up. Regenerate after the fix: On Set-off lines for Supplier Balance Adjustment, Customer Balance Adjustment, and Supplier To Supplier Adjustment should appear and bring the running balance in line with the header.
Where do Supplier Balance Adjustment vouchers appear?
As On Set-off debit lines on this supplier's statement (and as credit set-off lines on the related Customer Statement). They are created from Receipt Voucher → Supplier Balance Adjustment.
How do I share with the supplier?
Generate for the required period, verify opening and closing balances, then Export or Print. For all suppliers at once, use Outstanding Payables.