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 authorisation.
The key functions of an Opening Outstanding Supplier Module are:
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Creation of bill wise outstanding details of a Supplier;
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Modification of existing bill wise outstanding details of a Supplier;
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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 four 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.
Let us understand how you can input the document details;
 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 configuration ->Company Setup->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  .
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 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 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;
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Bill No. : Enter the outstanding document number. A document can be a Bill/Invoice, Debit Note, Credit Note, Purchase Return Memo or Ad hoc payment voucher.
Bill Date : Enter the document date. Remember, Document date should be less than the date from which you have started your accounting period.
Due Date : If you have already entered the terms of payment of the Supplier while creating Supplier Profile, the system will automatically calculate the payment due date based on the payment term defined by you. If you have not defined any payment term, the system will take the document date as payment due date. If you want, you can pick a different date by using calendar function.
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 Configuration ->Company Setup->General Setup. If your desired currency does not exist in the list, you can add by clicking on within the dropdown list.
Conversion Rate : Enter the currency conversion rate at which the Document was booked in accounts.
Debit/Credit : Select from the drop down whether this is a Debit to the Supplier or Credit i.e. Select “Cr” if the document entered by you is a Bill or Debit Note issued by supplier and select “Dr.” if the document entered by you is a Credit Note, Goods Return memo issued by supplier or Ad hoc payment made by you.
Outstanding FC : 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.
Outstanding BC : The system will automatically convert the outstanding amount in base currency on the basis of outstanding amount and conversion rate entered by you.
Agent: Select from the drop down the specific agent, if any, attached to the Supplier account. This field is available only if you have configured Agent wise billing “ON” in Configuration->Company Setup->Purchase Setup. If your desired Agent does not exist in the list, you can add by clicking on within the dropdown list.
In the same way you can enter as many documents of a Supplier as you want.
If you want to add a row in the Table, click on 
.
If you want to delete a row entered by you, click on 
.
: Before clicking this option make sure that the data entered are no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
When you have finished your data entry for a customer, click on 
to Save the values.
You can repeat the process to enter outstanding documents of other customer(s).
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.
Click on 
to Exit from the New Opening Outstanding Bill Entry form.
We are now back to the main screen for the Opening Outstanding Customer. Here you can see the name of customers 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 customer document details, click on 
. The customer 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 customer 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 Customer module. The system will automatically take the total outstanding of each customer entered here and will post in your financial opening entry against each customer.
We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!
