Using Supplier Inquiry to Review Supplier Transactions

Overview:

The Supplier Inquiry feature in QNE provides a fast and comprehensive way to view all transactions associated with a specific supplier. It allows users to track purchases, payments, and outstanding balances in one screen—saving time and simplifying account review.

Scenario:

An accountant is reconciling accounts payable and notices a discrepancy in the amount owed to a supplier. To validate the figures, the accountant uses Supplier Inquiry to review all transactions posted to the supplier’s account and verify the running balance against payment records.

Procedure:

1. Go to the Inquiry module and click Supplier Inquiry.
    
2. In the Supplier field, select the supplier whose account you want to review and set the Date Range.
    
3. Click Inquiry to generate the list of transactions.
    
4. Review the details shown, which include:
   • Transaction Date
   • Document Type (e.g., Purchase Invoice, Payment Voucher, Debit Note)
   • Document Code
   • Description or Reference
   • Debit and Credit Amounts
   • Running Balance
5. Click the Export to Excel icon if you need to save or share the results for reporting.
    

Note: You can click on the Document Code or the View link in the Action column to open the source document and view full transaction details.

Application:  

For example, an accounts payable staff reviewing a supplier’s balance may use Supplier Inquiry to focus solely on that supplier’s transactions. By filtering the view:

• They can quickly generate a list of transactions within a specific period.
• Remove unrelated supplier data from the screen
• Communicate accurate and up-to-date details to the supplier
• Support timely and well-informed payment planning based on actual outstanding balances

Using Supplier Inquiry enables users to work more efficiently, prevent overpayments or missed dues, and maintain clear, accurate records of supplier accounts.