Vendor balances
Purchases, Invoices Paid and Outstanding Balance say how much the supplier has bought from a vendor, how much of it is paid, and how much is still owed.
Who uses it
Supplier staff with Vendors access, on the vendor list and the vendor page.
How it works
Only purchase orders that are Delivered and not deleted count. An open, pending or cancelled order adds nothing until it is delivered.
Calculations
| Figure | Rule |
|---|---|
| Purchases | Sum of the totals of the vendor's delivered purchase orders |
| Invoices Paid | Payments recorded against those orders |
| Outstanding Balance | Purchases minus Invoices Paid |
Example: three delivered orders of $1,200.00, $800.00 and $500.00 give Purchases of $2,500.00. The first is paid in full ($1,200.00) and $300.00 has been paid on the second. Invoices Paid is $1,500.00 and Outstanding Balance is $1,000.00.
Outstanding Balance shows red when above zero, and green when zero. Invoices Paid shows green when above zero. Amounts show two decimals.
A purchase order becomes an invoice the supplier owes when the goods arrive, so earlier stages aren't debts yet. See PO invoices.
Where it shows up
The list's Purchases and Outstanding Balance columns and the vendor page's Payments card. Both use the same rule.
FAQ
Why is Purchases lower than everything I've ordered? Orders not yet delivered are left out.
How do I record a payment to a vendor? On the PO invoice, not on the vendor.