There are several tools that you can use to review your purchases information.
Tool | Description | See |
|---|---|---|
Business Insights | Use Business Insights to analyse purchases and supplier information. | below |
To Do List | The To Do List window displays all open purchases, recurring purchases and orders, sorted by due date. | below |
Purchase Reports | Purchase reports help you keep track of your purchase activities. | below |
Purchase History | History lets you view seven years of purchase history for an item or a supplier. | below |
Purchases Register | The Purchases Register window gives you a complete picture of your purchase activity—open and closed purchases, orders, quotes, returns, etc. | |
Find Transactions | Find Transactions helps you find purchase transactions. | |
Transaction Journal | The Transaction Journal lists journal entries of your purchases and other transactions. |
To analyse purchases information using Business Insights
Business Insights presents a summary of your purchases information, including which suppliers you owe money to and how much is overdue. You can also see how much you owe suppliers for each ageing period, as well as view your purchases history with your suppliers.
To find information specific to your needs, sort the table columns by clicking a column heading. For example, you can find the most overdue supplier payments or the largest overdue amounts.
Click Business Insights in any command centre. The Business Insights window appears.
Click the Supplier Analysis tab. This tab shows you:
the total payments you owe suppliers and details of each overdue supplier payment (based on their credit terms), including the number of days overdue
your top ten suppliers by purchase value
the amounts owing for each ageing period
a summary of your purchase and supplier payment history.
You can use this information to:
Keep on top of your supplier payments. Identify which supplier payments are due or which suppliers you owe the most money to.
Negotiate a payment or discount with a supplier. View your payment history with the supplier, such as the average number of days it takes you to pay them.
If you want to use one of the graphs or tables in another document, right-click it and choose:
Copy to Clipboard. This copies the graph or table to the clipboard, ready to paste into a document.
[Graphs only] Save As. Choose where you want to save the image and click Save. This saves the graph as an image file, so you can use it later.
To view a list of all unpaid purchases sorted by days overdue
You can view a list of all unpaid purchases in the To Do List and enter supplier payments for those purchases.
Click To Do List in any command centre. The To Do List window appears.
Click the Accounts Payable tab. A list of all unpaid purchases appears.
The Overdue column shows the number of days a payable is overdue (a negative number in the Overdue column indicates that the payment is not yet due). The number of days a purchase is overdue is calculated by checking the original date of purchase, comparing it to today’s date and looking at your credit terms with the supplier.
If you want to pay a bill, select a purchase in the list and click Pay Bills.
To view purchase reports
There are several purchase reports that can help you track your purchase activity. For example, you can run a Payables Reconciliation Summary report if you want to analyse your payables as of a past date. The Analyse Purchases Items Spreadsheet report shows you the inventory items on which you're spending the most money.
Go to the Reports menu and choose Index to Reports. The Index to Reports window appears.
Click the Purchases tab. A list of purchase report groups appears.
Select a group to view the available reports.
For information on displaying, customising and printing your reports, see Reports.
To view purchase history
You can view the purchase history for an item or a supplier.
Display the Item Information window for an item (Inventory > Item List > open an item) or the Card Information window for a supplier (Card File > Cards List > Supplier tab > open a card).
Click the History tab.
The History tab displays a total of seven years of purchase history for the item or card: the five years preceding your current financial year (as displayed in the Company Information window), the current financial year and the next financial year.