A statement of account for each vendor (supplier). It lists every purchase invoice, payment and adjustment posted to that vendor in date order, with a running balance of what you owe them after each entry. Run it for one vendor, for several, or for all of them at once.
When to use it
To see a vendor's full history and current outstanding amount: before you pay them, when you reconcile with the supplier, or when you check a disputed balance. Pick several vendors to get their statements in one run, each with its own opening and closing.
Before you start
- Vouchers (purchase invoices, payments) are entered and posted.
- The vendor exists as a ledger under the "Sundry Creditors" group. Vendors are placed there by default.
Where to find it
Reports > Purchase > Vendor Ledger.
The fields on this screen
| Field (on screen) | What to enter | Required |
|---|---|---|
| Vendor | The vendors to report (only vendors are listed). Pick one or several | Yes |
| From Date | Start of the period | No (defaults apply) |
| To Date | End of the period | No (defaults apply) |
The report opens with its filters ready and waits for you to click Apply, so pick the vendor first. If you open it by double-clicking (from a voucher or the Trial Balance), it runs straight away.
Running the report
- Open Reports > Purchase > Vendor Ledger.
- Pick one or more Vendors. Set From and To if you want.
- Read the result: an Opening Balance, then each entry with Date, VN (voucher no.), VT (type), Particulars, Debit, Credit and a running Balance. Debit and Credit are totalled at the bottom.
Open a voucher from a row
Double-click any row to open that voucher's Process Chain, which shows the full document trail, status and attachments. The Opening Balance line does not open anything. You only see vouchers you have permission for.
Show the Remarks column
Remarks is hidden by default to keep the statement clean. When you need the remark on each voucher, turn it on from the grid's column chooser.
Reading the result
- When more than one vendor is included, the report is grouped by vendor. Each vendor has a heading, its own Opening Balance row, its entries in date order, and a Debit/Credit subtotal. The running Balance restarts at every heading. A statement for several vendors is a stack of separate vendor statements, not one continuous total.
- A very large run is capped. If there are more rows than the report will send, it says so above the grid, and the totals cover only the rows shown.
- The Balance is what you owe the vendor after each entry. A positive (credit) balance means you owe them.
- The Debit / Credit totals at the foot are the period's movement: what you paid against what you were billed.
- Only the chosen vendors' postings appear, each vendor in its own block. Pick other vendors to switch.
Worked example
Run it for "Birgunj Suppliers P" for the month. You see each purchase invoice (Credit) and each payment (Debit) in date order, the Debit/Credit totals for the month, and the closing balance, which is what you still owe.
Tips and common mistakes
- You must pick a Vendor. The report stays empty until you do.
- Only posted vouchers appear.
- The picker lists only vendors (Sundry Creditors). To view any other account, use the Ledger report instead.
- If you run it under one organization, the balance covers that organization only. Choose "All" to see the vendor across all organizations.
Related guides
- Ledger, Day Book, Payment entry, AP Ageing, Trial Balance.