Opening Outstanding Supplier

 
Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the “Opening Outstanding Supplier” set up options.
 
Before we begin, let us understand about the need of Opening Outstanding Supplier and the usage of this particular activity.
 
When you are shifting your data from manual system or from any other software to Alignbooks, you will need to enter Opening Outstanding Bills of Supplier so that you can plan your payments and can generate various MIS reports like Bill wise Outstanding report, Aging Analysis etc.
 
Therefore, in Opening Outstanding Supplier we enter Supplier’s outstanding bills for each Supplier with all the available data at hand. This is a one-time process at the time of shifting data from a manual system or from other system and this library of data is extensively used to capture, generate and auto generate the required reports in a desired format. 
 
You can also edit and delete an already created set of information with required authorization.
 
The key functions of an Opening Outstanding Supplier Module are:
  • Creation of bill wise outstanding details of a  Supplier;
  • Modification of existing bill wise outstanding details of a Supplier;
  • Deletion of existing bill wise outstanding details of a Supplier.
 
We will be going through the each of these set of information in detail.
 
New Creation of bill wise outstanding details of a Supplier –
 
If you are on home page, you need to click on Icon and you will get four options. Select out of the eight menu options available. The Screen appears will look like;
 
 
 
You can see the option at top right of the screen. Click on this option and you will  be directed to the relevant Opening Outstanding Supplier creation screen. Here you can input your opening unpaid / unadjusted document details of a Supplier.
 
 
Opening Outstanding Supplier
 
 
Let us understand how you can input the document details;
 
1

Location

If you are handling multi locations, select the required location from the dropdown menu. This field is available only if you have configured “Multi location “ON” in General Setup. If your desired Location does not exist in the menu, you can create a New Location by clicking on option within the dropdown menu. You can also Edit or Delete a Location from Here. Select a Location to be edited/deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on . You can delete it by click on . 
2

Supplier

Select a Supplier from the drop down list for whom you are entering opening outstanding bills.  You can Add, Edit or Delete a Supplier by following the process described under Location Tab.
 
Once you Click on OK Button after select your applicable Location / Branch and a Supplier related to whom you are entering your data, you can start entering his outstanding documents in the Table.
 
Let us understand the columns of the table;
 
3

Add Row

3. Add Row click on this button, If you want to add a row in the Table.
4

Delete Row

4. Delete Row click on this button, If you want to delete a row entered by you.
5

Bill No

Enter the outstanding document number. A document can be a Bill/Invoice, Debit Note, Credit Note, Purchase Return Memo or Adhoc receipt.
6

Bill Date

Enter the document date.  Remember, Document date should be less than the date from which you have started your accounting period.
7

Due Date

The system will take the Bill date as payment due date. If you want, you can pick a different date by using calendar function.
8

Currency

8. Currency If your Document is in a foreign currency, select a Currency from the drop down menu. This field is available only if you have configured “Multi Currency - ON” in General Setup. If your desired currency does not exist in the list, you can add by clicking on within the dropdown list.
9

Conversion Rate

9. Conversion Rate  Enter the currency conversion rate at which the Document was booked in accounts.
10

Debit / Credit

10. Debit / Credit Select from the drop down whether this is a Credit to the Supplier or Debit i.e. Select “Cr” if the document entered by you is a Bill or Credit Note and select “Dr.” if the document entered by you is a Debit Note, Purchase Return memo or Adhoc receipt.
11

Outstanding Amount in Foreign Currency

11. Outstanding Amount in Foreign Currency Enter the document Outstanding amount. If the document is in a currency other than your own currency, enter the amount received in that currency without converting it in your own currency and if document is in your base currency, enter the amount in base currency. 
12

Outstanding Amount in Base Currency

12. Outstanding Amount in Base Currency The system will automatically convert the outstanding amount in base currency on the basis of outstanding amount and conversion rate entered by you.
13

Agent / Broker

Select from the drop down the specific Agent / Broker allocated to the Supplier account. This field is available only if you have configured Agent wise billing - “ON” in Purchase Setup. If your desired Agent does not exist in the list, you can add by clicking on within the dropdown list.
 
Save : When you have finished your data entry for a Supplier, click on to Save the values.
 
In the same way you can enter as many documents of a Supplier as you want. You can repeat  the process to enter outstanding documents of other supplier(s).
 
Delete : If you wish to delete an Opening Supplier data, Click on  and confirm the deletion. 
 
Export : Click on  to Export the data as visible in the list to an Excel Sheet. 
 
Search : Type a text to search a particular record.
 
Import: Click on  to Import Data and select a file from which Data is to be imported. Click here  “Import Utility”,  to know more about this utility.
 
 
Click on to Exit from the New Opening Outstanding Bill Entry form.
 
 
 
 
 
 
We are now back to the main screen for the Opening Outstanding Supplier.
 
Here you can see the name of suppliers for whom you have already entered the outstanding bills along with their total outstanding Amount. If you have multiple locations, name of location to which this customer outstanding relates is also displayed here.
 
 
Edit: If you wish to Edit a supplier document details, click on . The supplier document details will be opened in edit mode, can make the required changes and click on to save the changes made by you. If you think that this record is no more required, you can delete the record by clicking on .
 
Delete : If you wish to delete a supplier document data, Click on and confirm the deletion. Before deleting the data, you must be sure as the data once deleted will not be available any more and you will have to re input the same.
 
Export : Click on  to Export the data as visible in the list to an Excel Sheet. 
 
 
Search : Type a text to search a particular record.
 
Sort : If you want to sort data on a particular field, click on the label of that field, your data will be sorted on that field. You can reverse the order of sorting by just Double click on the label of that particular field.
 
Click on to Exit from the Opening outstanding Bill Supplier module. The system will automatically take the total outstanding of each customer entered here and will post in your financial opening entry against each supplier.
 
We hope you enjoyed this tutorial. Please give us a call for further help.  Happy Aligning!
 
 
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