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Edit and manage suppliers

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Summary

How to edit and manage suppliers in Sage Accounting.

Description

Use the supplier's contact record to track what you've bought. Also see how much you owe the supplier and track individual purchases.

Resolution

Edit a supplier

  1. From Contacts, select Suppliers, then select the supplier from the list.
  2. Open the relevant tab.
  3. Choose the edit icon Image next to each section to make changes.

Things to consider

  • Contacts link to their addresses. If you delete an address, any contacts associated with that address are also deleted
  • Once you've entered the transactions, you can't change the Currency. If you've set the customer up with the wrong currency, make this record Inactive. Then set up a new contact record
  • The default VAT and Ledger accounts for the supplier
  • If you've created multiple contacts for the same supplier by mistake, you can't merge them

For more information about each tab, follow our article to create a Supplier contact.

Summary details

The top of the page is a summary of the key information about the supplier's account. This shows you details about the amount outstanding and the main contact details. It also shows whether the supplier is Active or Inactive.

Image

How we calculate the number ▼

The number of transactions that make up each total appears in brackets.

To work out the purchases made from a supplier, we add up all purchase transactions. We then deduct the total value of credit transactions.

Purchase transactions are

  • Purchase invoices and quick entry invoices
  • Cash expenses recorded as an Other Payment

Credit transactions are

  • Credit notes and quick entry credit notes
  • Cash refunds recorded as an Other Receipt

How we calculate the summary values

Outstanding amount

The total value of all outstanding purchase transactions less outstanding credit transactions. These are unpaid purchase invoices less

  • Unallocated payments. You haven't yet matched these payments on account to invoices
  • Unallocated credit notes. You haven't yet matched these credit notes to invoices
Overdue

The total value of unpaid purchase invoices that have passed their due date, less any outstanding credit notes.

Purchases to Date

The total value of purchases up to today's date.

Purchases this year

The total value of purchases for this financial year.

Average purchase

The total value of purchases divided by the number of purchase transactions.

Track invoices, credit notes and payments

Use the Activity tab to find details of invoices, credit notes and payments for each supplier.

Just double-click on a row to open the transaction. Depending on its status, you can edit, print or delete it. If it's an invoice, you can pay it from here.

Change the dates at the top of the list to find older transactions. This defaults to the last calendar month.

Print or export a list of transactions

Use the checkboxes to select the transactions. Use the checkbox in the column header to select all.

Choose to Print Image or export to CSV Image or PDF Image using the icons on the toolbar.

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