Supplier Ledger
What it is
A running account for one supplier: what you have ordered from them on one side, what you have paid them on the other, and the balance between the two. It is titled "Official Statement of Account & Payment Ledger".
It is read-only. Nothing can be recorded, corrected or written off from this screen.
Who can open it
Any signed-in staff account that is active, subject to the same two gates as
Suppliers — an active account, and the ops.suppliers feature grant while
FEATURE_GRANULAR_RBAC is on. The owner bypasses the grant.
Before you start
Three things about how this balance is built.
Each currency gets its own statement, and there is no combined total. A supplier who trades in both USD and INR gets a USD statement and an INR statement, each with its own balance. Nothing on this screen adds across them: no exchange rate is recorded against any of these documents, so a combined figure would not be money in any currency. A banner says so when more than one currency is present.
Until 2026-08-23 every figure was printed in the supplier's own currency — or US Dollars when the supplier had none set — while each order and payment carried its own, and they were summed as plain numbers. Any multi-currency supplier's balance was arithmetically meaningless.
The debit side is the confirmed supplier invoice. What the supplier billed is what you owe. A purchase order with no invoice against it yet still appears, under Ordered, not yet invoiced, so an open commitment stays visible — but an invoice supersedes its order rather than being added to it. Previously the debit side was purchase orders alone, so what the supplier actually billed never appeared on their own statement of account.
⚠️ Supplier payments carry no currency of their own. A payment's currency is taken from the purchase order it is linked to. A payment with no linked order belongs to no currency: it is listed separately under Payments of unknown currency, with a warning, and is excluded from every balance. Draft and cancelled orders are both left out; only cancelled used to be, so draft LPOs nobody had sent inflated the payable.
Every control on the page
There are no controls — the screen is a statement. What it shows:
Back to Suppliers returns to the list, not to the supplier's record.
Current Balance, top right — red when you owe the supplier, green when you do not.
Three summary cards:
| Card | What it totals |
|---|---|
| TOTAL BILLING (PURCHASES) | Every non-cancelled purchase order |
| TOTAL PAID | Every recorded payment |
| OUTSTANDING PAYABLE | The first minus the second. Outlined red when positive |
The statement table — Date, Type, Reference, Debit (PO), Credit (Paid), Balance:
- Type is either Purchase Order or Payment.
- Reference is the PO number, or the payment's reference — Cash/Transfer when it has none.
- Debit and Credit show
—where they do not apply. - Balance is a running total.
⚠️ Rows are newest first, but the balance runs oldest first. The running balance is calculated from the earliest entry forward and the list is then flipped, so the figure on the top row is the current balance and the balances below it are historic. Reading down the page walks backwards in time.
Empty state: "No financial transactions found for this supplier."
What it writes
Nothing. The screen reads the supplier, their non-cancelled purchase orders and their payments, and does the arithmetic in your browser. Nothing is stored — no statement record is created by opening it.
When it goes wrong
The balance does not match what you believe you owe. Work through the three causes above in order: mixed currencies, orders counted instead of invoices, and drafts included.
Everything is shown in dollars for a supplier you deal with in dirhams. The supplier record has no currency set, so the ledger falls back to US Dollars. The numbers are the raw values; only the symbol is wrong. Set the currency on the supplier.
A payment you recorded is missing. It was recorded against a different supplier, or not recorded at all. This screen shows only payments linked to this supplier.
You are sent back to the supplier list on opening. The supplier does not exist, or it belongs to an entity your permissions do not cover.
Related screens
- Supplier — the record, and the Ledger button that leads here.
- Suppliers — where Back to Suppliers goes.
- Purchase Orders — the orders making up the debit side.
- Supplier Invoices — the bills, which this ledger does not include.