How to Generate the Supplier Ledger Report

Overview:

The Supplier Ledger Report provides a detailed record of all transactions with a supplier, including bills, payments, debit notes, and adjustments. It helps track account activity over a selected period and verify the outstanding balance owed to each supplier.

In QNE AI Cloud Accounting, this report helps businesses:

• Monitor supplier transactions.
• Confirm the accuracy of accounts payable.
• Support reconciliation, vendor communication, and audit needs.

You can filter the report by supplier, purchaser, area, category, project, currency, and more to focus on the details you need.

Scenario:

The Accounts Payable Officer receives a claim from supplier Ali Manufacturing Inc. stating that two payments are missing from their records. To investigate, the officer generates a Supplier Ledger Report covering the last quarter. The report includes all bills, payments, and adjustments—making it possible to confirm whether the payments were posted and to resolve the discrepancy.

Procedure:

1. In the navigation pane, go to Reporting > Report Center.
   
   

2.  In the Report Center, select the Supplier tab.
    

3. Expand Other Reports by clicking the (+) icon, then choose Supplier Ledger
    

4. Filter the report using the available options. 

   • Date Range – Includes all posted transactions within the selected start and end dates.

   • Supplier - Select a specific customer, or leave blank for all.

   • Purchaser - Filter by assigned sales agent.

   • Area - Limit the report to customers in a specific region.

   • Category - Group customers by classification (e.g., Corporate, Retail).

   • Control A/C - Select a control account such as Accounts Receivable.

   • Currency Code – Display transactions in a specific currency (e.g., PHP, USD).

   • Project Filter – Narrow results by project:

     • All Projects: Includes all transactions across projects.
     • No Project: Includes only transactions not linked to a project.
     • Main Project: Shows transactions for parent projects only.
     • Sub Project: Displays data for sub-projects.
   • Option: Include PD Cheque - Tick this to include post-dated cheques
      
5.  Choose how to display the report:
   • Click Preview to generate a printable version.
   • Click Inquiry (if available) to view it inside the system.
      

6.  Export or print the report:

   • Use the Export options (e.g., Excel, PDF) for sharing or archiving.
   • Use Print for a hard copy. 
      

Application:

The Supplier Ledger Report can be applied in several business situations:

• Resolving disputes – Provide suppliers with a verified breakdown of bills and payments.
• Audit preparation – Supply auditors with detailed records of supplier activity.
• Reconciliation – Confirm balances before closing accounts payable.
• Cash flow planning – Track upcoming payments and monitor obligations.
• Vendor management – Assess supplier payment history and strengthen business relationships.
• Compliance reporting – Ensure payable records are accurate for regulatory requirements.