Supplier Payments Sample

Excel Skills | Purchase Order & Supplier Payments Template
Instructions
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This template enables users to create automated purchase orders, payment remittances & supplier account statements On
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based on the business details, supplier information and purchase order & supplier invoice details that are recorded on the This
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includes detailed
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appropriate sheets. The template also facilitates creating automated reports including a 12 month purchase history review, instructions
age analysis for individual or all supplier accounts, supplier account balances and a supplier payment forecast. The template
instructions on
on setting
setting up
up and
and using
using
this
this template.
template.
can be used for both stock based and service based suppliers.
The following sheets are included in this template:

Set-up - this sheet enables users to customize the template for their businesses by entering the appropriate business details
and tax details. It also contains a list of user input error codes for information purposes.
Suppliers - create a unique supplier code for each supplier and enter a billing address and tax reference number for all
suppliers on this sheet.
StockCode - create a unique stock code for each stock item or service on this sheet and enter an appropriate description
and unit of measure. These details are then included automatically on the Details sheet and the purchase order.
Details - enter all purchase order & supplier invoice details on this sheet. Payments can also be recorded in order to
automatically calculate the supplier account balances on the other sheets that are included in this template. GET
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PO - this sheet includes an automated purchase order that is populated based on the purchase order number which is UNLOCK!
UNLOCK!
entered in cell H11.
Remittance - this sheet includes an automated payment remittance that is populated based on the remittance number that is
entered in cell J10.
Statement - this sheet includes a supplier account statement. All the appropriate information that has been entered on the
other sheets are automatically included on this sheet after simply selecting the appropriate supplier code from the list box in
cell J11 and entering the appropriate statement date in cell J12. Note that the supplier account statement also includes an
age analysis.
Monthly - this sheet includes a 12 month purchases analysis and monthly purchases, payments and creditor balance charts.
The 12 month period that is included on this sheet is based on the start date that is specified in cell B4. Users can therefore
compile a 12 month purchases analysis for any 12 month period by simply specifying the appropriate start date.
Ageing - this sheet includes an age analysis that is automatically compiled based on the statement date that is entered in
cell B4 and the supplier account that is selected from the list box in cell B6. All the calculations on this sheet are automated
and you can also compile an age analysis for all creditors by simply clearing the supplier account selection from the list box
in cell B6.
Balances - this sheet includes an age analysis for all supplier accounts which is automatically compiled based on the
statement date that is specified on the Ageing sheet. The age analysis includes the first 20 supplier accounts by default but
you can add additional accounts by simply copying the formulas from the last row that contains data and pasting the
formulas into the appropriate number of additional rows.
Forecast - this sheet includes a supplier payment forecast for a 35 day and 12 month period. The calculations are based on
the supplier invoice due dates that are entered on the Details sheet and the reporting periods are determined based on the
current date. The total overdue amount is also reflected. The sheet requires no user input - all the calculations are
automated.
Set-up
The business details that are entered on this sheet are included at the top of the PO, Remittance and Statement sheets. The
business name is also used as a heading on all the other sheets. The tax codes & percentages that are specified in cells A19
to B21 are used to calculate the tax amounts in column Q on the Details sheet and these amounts are included on the
automated purchase order on the PO sheet.
Note: If the appropriate tax percentage needs to be changed, you will need to copy all the calculated amounts in column Q
on the Details sheet and paste the appropriate cells as values before amending the appropriate tax percentage on the Set-
up sheet. If you don't paste all these cells as values, all the tax amounts on the Details sheet will be calculated based on the
new tax percentage. Proper cut-off before and after the percentage change should be applied to ensure that all calculations
are accurate.
Note: You can add additional tax codes & percentages by inserting a new row before the end of the list, entering the new
code in column A and the appropriate percentage in column B. The new tax code will automatically be included in the list
boxes in column K on the Details sheet and automatically be taken into account in the tax calculations in column Q on the
Details sheet.
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Instructions
The error codes that are included at the bottom of the Set-up sheet are displayed for information purposes only. These error On
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codes are reflected in column Z on the Details sheet if there is a problem with the input in some of the user input columns on This
the Details sheet. Refer to the Error Codes section of these instructions for more information on the user input errors that
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may be encountered.
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template.
Suppliers
A unique supplier code needs to be created for each supplier and the billing address and tax number of each supplier needs
to be entered on the Suppliers sheet. Supplier codes are included in a list box on the Details sheet in order to simplify
entering the appropriate purchase order / supplier invoice details. The supplier billing address is automatically included on
the purchase order, payment remittance and supplier account statement based on the supplier code which is linked to each
of these documents on the Details sheet. The appropriate sales tax number is also included on the documents.
Note: We recommend that you use an abbreviated version of the supplier name as the supplier code because it will make it
easier to identify the correct supplier when selecting the appropriate supplier code from the list box in column E on the
Details sheet. For example, a supplier code of ABC01 can be created for a supplier whose billing name is "ABC Trading".
The supplier code can also be selected on the Statement and Ageing sheets in order to automatically compile an account
statement or age analysis for a particular supplier. Refer to the Account Statement and Age Analysis sections of these
instructions for guidance on these features.
Note: All supplier codes should be created in a continuous cell range on the Suppliers sheet. You should therefore not
include any blank rows between the codes that are created otherwise all the supplier codes on the Suppliers sheet may not
be included in the appropriate list boxes on the other sheets.
In some instances, it may be preferable to allocate purchase orders or invoices to a generic supplier code instead of creating
a unique supplier code for each supplier. For example, suppliers trading on a cash or COD basis may not require separate
supplier accounts because there would be no amounts outstanding (for example: the code "XXX01" can be created for this
purpose).
Stock Codes
The StockCode sheet has been included in the template in order to accommodate entering unique stock codes, descriptions
and units of measure (UOM) on the Details sheet in order to include these details on purchase orders. A unique stock code
can therefore be added to the StockCode sheet for all stock items and the stock description and UOM will be automatically
populated into columns G and H on the Details sheet based on the stock code which is selected in column F on the Details
sheet.
The description and UOM in columns G and H on the Details sheet is therefore automatically populated based on the
description & UOM which is attached to the stock code that is selected. Some suppliers however do not supply stock but
services instead. The formulas in columns G and H can therefore also be used to populate a description of the services that
are provided by adding a service code to the StockCode sheet, adding a description of the service and using a generic unit
of measure like hours or units.
Note: The code, description and UOM of all stock codes are automatically included on the purchase order on the PO sheet
for stock items and services. This means that you need to select a stock code on the Details sheet for each entry in order to
have these sections on the purchase order populated. If a single description does not apply to all services, you can add
multiple codes, descriptions & units of measure to the StockCode sheet for the same supplier. If this is not practical, you can
override the formulas in the description & UOM columns on the Details sheet with unique values which will then be included
on the purchase order.
Note: If you prefer to enter descriptions for all purchase order entries, you do not need to use the StockCode sheet at all and
you can override all the formulas in the description and UOM columns on the Details sheet (columns G and H). A standard
code like "NON-STOCK" can then be used as the stock code but we recommend retaining the StockCode sheet otherwise
some of the formulas that are linked to this sheet may not work properly.
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Instructions
Note: All stock codes should be created in a continuous cell range on the StockCode sheet. You should therefore not include
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any blank rows between the codes that are created otherwise all the stock codes on the StockCode sheet may not be
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detailed
included in the list boxes on the Details sheet.
instructions
instructions on
on setting
setting up
up and
and using
using
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template.
Purchase Order / Supplier Invoice Details
All the transaction details that are included on the automated purchase order (PO sheet) are compiled from the data that is
entered on the Details sheet. The transaction details consists of the purchase order number, purchase order date, stock
code, description, unit of measure (UOM), quantity, price and amount. The supplier code that is selected on the Details sheet
is used in order to identify the appropriate supplier and to include the supplier's details on the purchase order. The tax code
for each entry on the Details sheet is used to calculate the tax that is applicable to the particular purchase order which is
included at the bottom of the PO sheet.
All the column headings on the Details sheet contain a filter selection arrow - this feature indicates that the Filter feature has
been applied to the sheet. This Excel feature is very useful when you need to filter data based on one of the filter criteria
which are available after clicking the selection arrow. The Filter feature can also be used to sort data based on a single
column and includes a "Custom" filter option which enables you to specify a custom filter that needs to be applied to the data
on the sheet.
Example: If you only want to display the purchase orders for a particular month, you can filter the data based on the Order
Date column by specifying filter criteria which includes all transaction dates greater than or equal to the 1st day of the month
and less than or equal to the last day of the month. After reviewing the filtered data, simply select the "All" option in the
filtered column in order to remove the filter and to display all the entries on the sheet.
You'll notice that there are totals that are included in the cells above all the amount columns (formatted in italic). These cells
contain a Subtotal function which results in all filtered records being included in the total that is calculated. This means that
after filtering data, only the entries that are displayed on the sheet are included in the calculation (column total). If you
therefore print the sheet while a filter is in effect, the totals above the column headings will be calculated accurately and only
include the filtered transactions that have been printed.
Note: All the entries on the Details sheet need to be entered in a continuous cell range otherwise all the entries may not be
included in the template calculations on the other sheets. No blank rows should therefore be inserted in between the rows
that contain data.
All the columns with yellow column headings require user input while the columns with light blue column headings contain
formulas which should be copied from one of the existing rows for all new entries that are added to the sheet. The following
information should be included in the columns that require user input:
Purchase Order No - purchase order numbers can be in any format and are used as the primary reference for including the
purchase order details on the PO sheet. If you are only going to use the template for supplier invoices, this column can be
left blank or you can enter purchase orders in any generic numerical sequence. If you need to enter multiple rows for the
same purchase order, the purchase order number needs to be repeated in each row.
Order Date - enter the purchase order date in this column. If you are not using purchase orders, you can enter the supplier
invoice date in this column. If you need to enter multiple rows for the same purchase order, the purchase order date needs to
be repeated in each row.
Supplier Invoice No - enter the supplier invoice number in this column. If you need to enter multiple rows for the same
supplier invoice, the supplier invoice number needs to be repeated in each row.
Invoice Date - enter the supplier invoice date in this column. If you need to enter multiple rows for the same supplier invoice,
the supplier invoice date needs to be repeated in each row.
Supplier Code - select the appropriate supplier code from the list boxes in column E. All the supplier codes that have been
added to the Supplier sheet are included in the list boxes. You therefore need to create the appropriate supplier code on the
Supplier sheet before it will be available for selection.
Stock Code - select the appropriate stock code from the list boxes in column F. All the stock codes that have been added to
the StockCode sheet are included in the list boxes. You therefore need to create the appropriate stock code on the
StockCode sheet before it will be available for selection.
Quantity - enter the purchase order quantity in this column. For stock items, this should be the quantity ordered but for
services, you can use a quantity of 1 if you are going to be entering the full cost of the service in the Price column. If the
service is based on a particular unit of measure (like hours), the correct ordered quantity needs to be entered in this column.
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Price - enter the price of the ordered item in this column. The price should be inclusive of tax and consistent with the unit of This
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measure that you used when entering the quantity in the previous column. If the ordered item is not a stock item, the total instructions
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inclusive cost can be entered in this column and a quantity of 1 can be entered in the previous column. If an alternative unit this
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of measure has been applied to the service, the price should be consistent with this unit of measure. For example, if hours
have been entered in the Quantity column, the inclusive price per hour should be entered in this column.
Tax Code - select a tax code from the list boxes in column K. All the tax codes that have been added to the Setup sheet will
be included in the list boxes and the tax amounts will be calculated based on the percentages that have been specified on
the Set-up sheet. Note that if you leave the tax code selection blank, the calculations will be based on the first tax code
which has been created on the Set-up sheet. If your business is therefore not registered for tax purposes, you should ensure
that the first percentage on the Set-up sheet in cell B19 has a nil value.
Invoice Due Date - enter the date on which payment to the supplier is due. This date is will be used to calculate the supplier
payment forecast on the Forecast sheet and should therefore be included for all the entries that are added to the Details
sheet.
Payment Amount - enter the amount that is paid to the supplier. If the supplier invoice has not been paid, leave the payment
amount and payment date columns blank. The payment amount should equally the tax inclusive amount if an invoice is paid
in full. Refer to the Recording Partial Payments section of these instructions for guidance on how to record multiple partial
payments.
Payment Date - enter the date on which payment is made in this column. If the supplier invoice has not been paid, leave the
payment amount and payment date columns blank. Refer to the Recording Partial Payments section of these instructions for
guidance on how to record multiple partial payments.
Remittance No - enter a payment remittance number in this column. The remittance number is used to populate the
payment remittance on the Remittance sheet and can be in any format although we suggest using a combination of letters
and numbers.
The following calculated columns (with light blue column headings) are included on the Details sheet:
Description - the stock description in column G is included based on the stock code which has been selected in column F
and is entered on the StockCode sheet in column B. You can however override the formula in this column with user input if
you are not using stock codes for all entries.
UOM - the unit of measure in column H is included based on the stock code which has been selected in column F and is
entered on the StockCode sheet in column C. You can however override the formula in this column with user input if you are
not using stock codes for all entries.
Tax Inclusive Amount - the tax inclusive invoice amount is calculated by multiplying the quantity in column I by the price in
column J.
Tax Amount - these amounts are calculated based on the tax codes that are selected in column K and the tax percentages
that are specified for each tax code on the Set-up sheet.
Exclusive Amount - these amounts are calculated by deducting the tax amounts from the tax inclusive amounts.
Invoice Balance - the current outstanding balance of each invoice is displayed in this column. If an invoice has been
entered in multiple lines, only the first line that relates to the particular invoice will contain a balance.
ID1, PO1, SC1, Invoice Ref, Remit Ref and RM1 - the calculations in these columns are used in compiling the automated
reports that are included in this template.
Error Code - if any of the user input columns contain invalid data, an error code will be reflected in this column. It is therefore
important to ensure that none of the cells in this column contain an error code. For more info on the error codes that may be
encountered, refer to the Error Codes section of these instructions.
As we've mentioned before, the tax amounts in column Q are calculated by applying the tax percentages that are specified
on the Set-up sheet to the inclusive invoice amounts in column P. If the tax percentages need to be amended, you first have
to copy & paste the values in column Q as values before changing the tax percentage on the Set-up sheet. If you don't paste
all the cells as values, the new tax percentage will also be applied to the invoices that were issued before the tax
amendment.
Note: When entering multiple lines for the same supplier invoice, it is important that the correct supplier code is specified in
column E otherwise not all the lines will be included on the purchase order, remittance and supplier statement.
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Instructions
Recording Purchase Orders

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When you record a purchase order on the Details sheet, the purchase order number, order date, supplier code, stock code, instructions
instructions on
on setting
setting up
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using
quantity, price and tax code should be entered on the Details sheet based on the above guidance. A supplier invoice number this
this template.
template.
and invoice date should only be entered once an invoice has been received from the appropriate supplier after which the
invoice due date, payment date and payment amount can be entered.
Note: Purchase orders are only included in the creditor balance calculations on the other sheets after an invoice number has
been entered in column C. Purchase orders for which supplier invoices have not been received are therefore not treated as
creditors. We have however included an outstanding purchase order total in column E on the Monthly sheet. If this column
contains values, we suggest that you follow up on purchase orders for which no supplier invoices have been entered on the
Details sheet because these entries may represent unrecorded liabilities.
Recording Partial Payments
All payments to suppliers are allocated against invoiced values based on the payment amount and payment date which is
entered in columns M and N on the Details sheet. If a supplier invoice is paid in full, the user simply needs to enter the
amount of the payment and the date of the payment into these columns and the invoice will not be included with other
outstanding invoices.
If partial payments are made, the user basically needs to enter each payment amount and payment date as a separate entry
in these two columns. If the purchase order consisted of multiple lines, the user has the option to enter each separate
payment in each of these multiple lines. It will make no difference if the first payment amount is more than the tax inclusive
amount that has been entered in the first line because all multiple lines for the same invoice are consolidated when matching
payments.
If more partial payments have been made than there are lines for, the user needs to add a line in order to record the
payment amount & payment date. The following process needs to be completed:
■ Find the appropriate invoice on the Details sheet and insert a new row below the last entry for the particular invoice.
■ Copy the entire last entry for the invoice into the new blank row so that the contents of the copied row and new row are
exactly the same.
■ In the new row, remove the stock code from column F and enter nil values in the quantity and price columns.
■ Change the payment amount in column M and the payment date in column N to reflect the last payment made. Also enter
a new remittance number in column O.
■ This process can be repeated for an unlimited number of partial payments.
Error Codes
The following error codes may result from inaccurate input on the Details sheet and will be displayed in the Error Code
column. The heading of the affected input column will also be highlighted in orange:
■ E1 - this error code means that the payment date that has been entered in column N on the Details sheet is before the
invoice date in column D. These errors can be rectified by either amending the appropriate invoice date or amending the
appropriate payment date.
■ E2 - this error code means that the supplier code that has been selected in column E on the Details sheet is invalid. All the
supplier codes that have been entered on the Suppliers sheet will be included in the list boxes in column E and the error can
therefore be rectified by simply selecting a valid supplier code from the list box. New supplier codes must be created on the
Suppliers sheet before being available for selection.
■ E3 - this error code means that a payment date has been entered in column N but an invoice number has not been
entered in column C. An invoice number should be specified before payment is made and it is therefore impossible for a
supplier invoice to be paid before an invoice number has been specified. If this error therefore occurs, the appropriate invoice
number should simply be entered in column C in order to rectify the error.
■ E4 - this error code means that the stock code that has been selected in column F on the Details sheet is invalid. All the
stock codes that have been entered on the StockCode sheet will be included in the list boxes in column F and the error can
therefore be rectified by simply selecting a valid stock code from the list box. New stock codes must be created on the
StockCode sheet before being available for selection.
Note: Input errors may result in inaccurate template calculations and it is therefore imperative that all errors are resolved
before reviewing the creditor balance and ageing calculations on the other sheets in this template.
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Instructions
Purchase Orders
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detailed
instructions
instructions on
on setting
setting up
up and
and using
using
An automated purchase order has been included on the PO sheet. You can create, view, print or reprint any purchase order this
this template.
template.
by simply copying or entering the appropriate purchase order number into cell H11 on the PO sheet. All the information that
is included on the purchase order should be entered on the Set-up, Suppliers, StockCode and Details sheets and the
purchase order is automatically updated based on the purchase order number that is specified in cell H11 on the PO sheet.
The business details (business name, business address, contact details, tax reference number and business registration
number) are entered on the Set-up sheet. The Supplier information is looked up on the Suppliers sheet based on the supplier
code that is specified in column E on the Details sheet for the particular purchase order.
The purchase order date is looked up on the Details sheet based on the purchase order number that is specified in cell H11.
The purchase order date should be the same for all the lines that need to be included on the purchase order. If different
dates are entered for the same purchase order in the Order Date column, only the first date will be displayed on the
purchase order.
The stock code, stock description, unit of measure, quantity, price and amount are also looked up based on the information
that has been entered on the Details sheet for the purchase order number which has been entered in cell H11. Note that the
PO sheet accommodates a maximum of 25 lines per purchase order and that the order in which items are included on the
PO sheet are determined by the order in which the items are included on the Details sheet.
A subtotal, tax amount and purchase order total is included below all the detail lines. The tax amounts are calculated based
on the tax code which is selected for each line on the Details sheet and the appropriate tax percentages that have been
specified on the Set-up sheet. The purchase order also contains authorisation fields at the bottom of the sheet which enables
users to print & sign each purchase order.
If you want to customize the standard purchase order to your own requirements (example: changing fonts, colours, etc.), you
will be able to do so but take care not to replace any of the formulas because it may result in the information that is included
on the purchase order becoming inaccurate. Note you can also insert your own logo or artwork at the top of the PO sheet.
Note: If you do not see all the multiple lines that have been added for a particular purchase order on the PO sheet, you need
to check that all the lines that relate to the purchase order have been assigned to the correct supplier code in column E on
the Details sheet.
Remittance
An automated payment remittance has been included on the Remittance sheet. You can create, view, print or reprint any
payment remittance by simply specifying the appropriate remittance number in cell J10. Remittance numbers can be entered
in column O on the Details sheet. All the other information that is included on the Remittance sheet is automatically compiled
based on the data that has been entered on the Set-up, Suppliers and Details sheets.
The business details (business name, registration number, business address, contact details and tax reference number) are
entered on the Set-up sheet. The Supplier information is looked up on the Suppliers sheet based on the supplier code that
has been entered for the appropriate remittance in column E on the Details sheet.
The payment date in cell J12 on the Remittance sheet is looked up based on the payment date that has been entered in
column N on the Details sheet for the appropriate remittance number. If more than one entry on the Details sheet have the
same remittance number, the first payment date will be reflected.
The remittance also includes the total purchases, total payments and outstanding balance for the appropriate supplier. All
entries that are dated on or before the payment date will be included in these calculations.
The total of all payments that are linked to the remittance number in cell J10 is displayed in cell J16. The invoices and
amounts that make up this total are listed in the detailed section from row 24.
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Instructions
Note: The total remittance payment amount will not necessarily equal the outstanding balance for the supplier because this is On
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dependent on the terms that have been negotiated with the supplier. Some supplier invoices may have been issued but will This
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only become due after the remittance's payment date which will result in an outstanding balance being reflected. The instructions
payment to which the remittance relates is included in the total payments and outstanding balance calculations because it
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falls on or before the payment date.
The remittance also includes an authorisation section where the name, signature and authorization date can be captured
and which the person responsible for authorizing the payment can sign as proof of authorization.
All the supplier invoices that are included in the payment will automatically be listed in the Details section of the remittance.
This section includes details of the invoice number, invoice date, purchase order number, document type and the payment
amount. All the details are listed on a per invoice basis and based on the entries that have been added to the Details sheet.
A payment status is also included in column K on the remittance. If an invoice is being paid in full, the text "FP" will be
displayed in this column. If the payment is only a part payment of an invoice, "PP" will be displayed. If you do not want this
text to be visible on your remittances, you can simply format the text in white or remove the formulas that have been added
to this column.
Note: By default, the payment remittance includes a maximum of 30 outstanding invoices but you can add more invoices to
this sheet by simply copying the formulas from row 53 and pasting them into the appropriate number of additional rows. We
recommend that you select the entire row before copying & pasting the formulas.
Note: Invoices are listed on the remittance in the same order in which the invoices appear on the Details sheet. If you
therefore want to change the order in which invoices are listed, you need to sort the data on the Details sheet accordingly.
Note: If you do not see all the invoices that have been added for a particular remittance on the Remittance sheet, you need
to check that all the invoices that relate to the remittance have been assigned to the correct supplier code in column E on the
Details sheet.
If you want to customize the payment remittance sheet to your own requirements (example: changing fonts, colours, etc.),
you will be able to format the cells on the Remittance sheet accordingly. Also note that you can insert your own logo or
artwork at the top of the Remittance sheet.
Supplier Account Statement
An automated supplier account statement has been included on the Statement sheet. You can create, view, print or reprint
any account statement by simply specifying the appropriate supplier code and statement date in cells J11 and J12
respectively. All the other information that is included on the account statement is automatically compiled based on the data
that has been entered on the Set-up, Suppliers and Details sheets.
The business details (business name, registration number, business address, contact details and tax reference number) are
entered on the Set-up sheet. The Supplier information is looked up on the Suppliers sheet based on the supplier code that is
selected from the list box in cell J11.
The outstanding balance in cell J22, the ageing in the cell range from cell C16 to J17 and the list of outstanding invoices
from row 22 downwards are all automatically calculated and displayed based on the supplier code that is selected from the
list box in cell J11 and the statement date that is entered in cell J12.
If the statement date that is entered in cell J12 falls on a month end date, all the ageing calculations are based on calendar
months but if the statement date falls on any other day of the month, the ageing calculations are based on the day
component that forms part of the statement date.
For example: If the statement date is specified as the 27th of January, all invoices dated between the 28th of December and
the 27th of January are included in the "Current" ageing group, all invoices between the 28th of November and the 27th of
December are included in the "30 Days" ageing group and so forth.
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If the statement date is specified as the 29th of February (a month end date), the ageing is calculated based on calendar This
months. For example, all invoices dated between 1 February and 29 February are included in the "Current" ageing group, all
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invoices dated between 1 January and 31 January are included in the "30 Days" ageing group and so forth.
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It is also important to note that only the invoices that are outstanding on the statement date are included on the supplier
account statement. Outstanding invoices are invoices that are dated before the statement date with payment dates that are
after the statement date or blank (indicating that the invoices have not yet been paid).
Account statements are therefore compiled on an open item basis - this means that only open or outstanding items (invoices)
are included on account statements and not all the movements on the supplier account during a specific period (opening
balances, invoices and payments displayed separately). We believe that this is the most efficient method of compiling
account statements because it negates the need for complicated account reconciliations.
One potential complication with open item account statements is the matching of partial payments to invoices. This process
could be complicated regardless of which accounting system is being used, but we suggest that you follow the procedure
that is listed under the Recording Partial Payments section of these instructions in order to correctly match partial payments
to the supplier invoices that are listed on the Details sheet.
As we've mentioned before, the outstanding invoices that are listed on the account statement include both invoices that have
been paid after the statement date and invoices that have not yet been paid. If you therefore compile an account statement
(especially for previous periods) and some of the invoices have been paid subsequent to the statement date, these invoices
will still be included on the account statement. We recognise that the inclusion of these invoices could result in some
confusion and we have therefore included functionality to display a "FP" next to the invoice amounts of all fully paid invoices
and a "PP" next to the invoice amounts of all partially paid invoices in order to indicate that the affected invoices have
already been paid.
Note: By default, the account statement includes a maximum of 30 outstanding invoices, but you can add more invoices to
this sheet by simply copying the formulas from row 51 and pasting them into the appropriate number of additional rows. We
recommend that you select the entire row before copying & pasting the formulas.
Note: Invoices are listed on the account statement in the same order in which the invoices appear on the Details sheet. If you
therefore want to change the order in which invoices are listed, you need to sort the data on the Details sheet accordingly.
If you want to customize the supplier account statement to your own requirements (example: changing fonts, colours, etc.),
you will be able to format the cells on the Statement sheet accordingly. Also note that you can insert your own logo or artwork
at the top of the Statement sheet.
Monthly Sales Analysis
A monthly purchases analysis and monthly purchases, payments and creditor balance charts have been included on the
Monthly sheet. All the calculations on this sheet include a 12 month period which is calculated based on a user defined start
date. Users can therefore amend the 12 month period that is included in the purchases analysis by simply entering a new
date in cell B4.
Note: The purchase order balances in column E reflect the total amount of all outstanding purchase orders as at the end of
the appropriate monthly period. Outstanding purchase orders are defined as all purchase orders that have been issued to a
supplier but for which supplier invoices have not been received and entered on the Details sheet. If this column contains a
total other than nil, we suggest that users follow up all blank supplier invoices to ensure that there are no unrecorded
liabilities.
Creditors Age Analysis
A creditors age analysis, ageing chart and purchases / creditors balance history chart have been included on the Ageing
sheet. All the calculations on this sheet are automated and the only user input that is required is the statement date in cell B4
and the supplier code in cell B6.
Page 10 of 23
Instructions
Ageing calculations can be performed for a specific supplier by simply selecting the appropriate supplier code from the list
On
Onthis
thissheet:
sheet:
box in cell B6 or an age analysis of all supplier accounts can be compiled by simply clearing the supplier code from cell B6
This
This sheet
sheet includes
includes detailed
detailed
(select cell B6 and simply press the Delete key on the keyboard).
instructions
instructions on
on setting
setting up
up and
and using
using
this
this template.
template.
The Ageing sheet also include purchase history and supplier account balance history calculations for a 12 month period and
two charts which are extremely useful for analysing supplier account movements.
Note: All ageing calculations are performed on the same basis as we discussed under the Supplier Account Statement
section of these instructions. If you enter any month end date as the statement date, the age analysis is calculated based on
calendar months and if you enter any other date, the age analysis is calculated based on the day component that is included
in the specified statement date.
Note: If you accidentally clear the statement date from cell B4, you may notice that some of the calculations on this sheet
result in errors. This is because a statement date should always be specified in order to perform these calculations. We have
therefore implemented conditional formatting features to highlight the statement date in orange if this cell is accidentally
cleared.
Supplier Account Balances
A supplier account balance report has been included on the Balances sheet and reflects all outstanding supplier account
balances as at the statement date that is specified in cell B4 on the Ageing sheet. The report also includes an age analysis of
all supplier account balances that is calculated based on the statement date. All the calculations on this sheet are automated
and no user input is required.
Note: By default, only the first 20 supplier accounts are included on the Balances sheet. If you therefore create more than 20
supplier accounts on the Suppliers sheet, some of the accounts may not be included on the Balances sheet. This limitation
can be extended by simply selecting the last row on the Balances sheet, copying the entire row and pasting the formulas into
the required number of additional rows. All supplier accounts should then be included in the report.
Note: If the number of suppliers on the Suppliers sheet and the number of suppliers that have been included on the Balances
sheet are not the same, cell A5 (the Code heading cell) on the Balances sheet will be highlighted in orange in order to
indicate that you need to add additional rows to the Balances sheet.
As we mentioned before, the supplier account balance report is based on the statement date that is specified on the Ageing
sheet. This functionality enables users to view an age analysis for all supplier accounts by entering the appropriate statement
date and clearing the supplier code input cell on the Ageing sheet and to then view a breakdown of the age analysis amounts
by supplier account on the Balances sheet.
Supplier Payment Forecast
We have also included an automated supplier payment forecast on the Forecast sheet. This payment forecast automatically
displays the supplier payment totals that are due within the next 35 days on a daily basis and the next 12 months on a
monthly basis.
The sheet requires no user input and is based on the current system date. The allocation of supplier payments to the
appropriate periods are based on the invoice due dates that are entered in column L on the Details sheet.
The total of all overdue supplier payments is also displayed in cell E3. If you want to see the detail of the individual invoices
that make up this total, you can filter the Details sheet based on invoice balances (column S) greater than nil and where the
invoice due date (column L) is on or before the current system date.
Page 11 of 23
Instructions
Template Settings
On
Onthis
thissheet:
sheet:
This
This sheet
sheet includes
includes detailed
detailed
The functionality that has been included in this template uses data validation, conditional formatting and named cell ranges instructions
instructions on
on setting
setting up
up and
and using
using
in order to validate all user input and to produce the reports that form part of this template. Most of the formulas that are used this
this template.
template.
in this template are based on named cell ranges which include the first 1,000 rows on the Details sheet. When the number of
invoices that you've recorded on the Details sheet reaches this limit, you will therefore have to extend the default number of
rows in order to include all your invoices in the template calculations.
The named cell range can be extended by accessing the main Insert menu, selecting Name, and selecting Define in order to
open the Define Name dialog box. The calculations that include the invoices on the Details sheet are all based on the
"Records" named range. This named cell range includes a default value of 1,000 - you can therefore extend the number of
invoices that are included in the template calculations by simply entering a new value for this named range and clicking the
OK button.
The data validation features that are used to validate user input on the Details sheet have been implemented in the first
1,000 rows on this sheet. Before you reach this limit, you can simply copy one of the blank rows before row 1,000 and paste
the cells in this row into the required number of additional rows. This action will copy all the data validation features to the
target cell range.
Help & Customization
If you experience any difficulty while using this template and you are not able to find the appropriate guidance in these
instructions, please e-mail us at support@excel-skills.com for assistance. This template has been designed with flexibility in
mind to ensure that it can be used in most business environments. If however you need an Excel based template that is
customized specifically for your business requirements, please e-mail our Support function and provide a brief explanation of
your requirements.
© Copyright
This template remains the intellectual property of www.excel-skills.com and is protected by international copyright laws. Any
publication or distribution of this template outside the scope of the permitted use of the template is expressly prohibited. In
terms of the permitted use of this template, only the distribution of the template to persons within the same organisation as
the registered user or persons outside the organisation who can reasonably be expected to require access to the template
as a direct result of the use of the template by the registered user is allowed. Subsequent distribution of the template by
parties outside of the organisation is however expressly prohibited and represents an infringement of international copyright
laws.
Page 12 of 23
Example (Pty) Ltd
Set-up
© www.excel-skills.com
Business Details
Business Name Example (Pty) Ltd
Business Address Building Name, Street Address, Suburb, City, Code
Contact Number +27 21 999 9999

Fax Number +27 21 999 0000 On
On this
this sheet:
sheet:
Website www.example.com The
The information
information on
on this
this sheet
sheet needs
needs to
to be
be completed
completed in in order
order to
to customize
customize the the template
template for
for
Contact E-mail info@example.com your
your business.
business. The
The business
business name,
name, business
business address,
address, contact
contact details,
details, tax
tax reference
reference number
number
and business registration number are included on the purchase order, remittance
and business registration number are included on the purchase order, remittance and and
statement.
statement. The
The tax
tax percentage
percentage is
is used
used to
to calculate
calculate the
the appropriate
appropriate tax
tax amounts
amounts on on the
the
Tax Reference Number 9999 999 9999 “Details”
“Details” sheet.
sheet.
Business Registration Number 2012 000000 00
Tax Percentages
Code Percentage
A 15.0%
B 0.0%
E 0.0%
End of list
Input Error Codes

Code Reason
E1 Payment date is before invoice date.
E2 Supplier code does not exist.
E3 Payment date entered but no invoice number.
E4 Stock code does not exist.
Page 13 of 23
Example (Pty) Ltd
Supplier Set-up
Code Billing Name Billing Address Tax Number
ABC01 ABC Limited 22 Long Street, Orange County, Los Angeles, California, United States, 15120 N/A
CCS01 CC Supplies 105 Newmarket Street, City Bowl, Cape Town, 7200 499 888 2000
DFM01 DF Manufacturing DF House, 110 Mandela Avenue, Westville, Durban, 3200 452 765 2303
DIG01 Digicom 52 Adderley Crescent, Rivionia, Johannesburg, 1000 452 079 2090
On
On this
this sheet:
sheet:
ECE01 EC Estate Agents Create 20 Cross Street, codes
Gardens, Cape Town, 7005 and enter the supplier information N/A
Create unique
unique supplier
supplier codes for for all
all suppliers
suppliers and enter the supplier information in in the
the other
other
ENE01 Energy Incorporated columns
columns on
on this sheet.
39 Bay
this The
Avenue,
sheet. supplier
TheWaverley, codes
codes that
supplierBloemfontein, are
are created
that9300 created onon this
this sheet
sheet are
are included
included in
402 aa list
in899 box
box in
3000
list in
FSF01 FS Financial Services the
the Supplier Code
Supplier55A
Code column
Street, on
column
Broad on the
the “Details”
“Details”
Umhlanga, sheet
sheet and
Durban, 3250 and the
the supplier
supplier information
information is is included
423 090 on
included on the
3400the
GPA01 GP Accountants purchase
purchase order,
order,
30 remittance
remittance
Chancery and
and statement
Lane, Camps statement
Bay, based
based
Cape Town, 7002on
on the
the supplier
supplier code
code that
that is
is selected
selected
451 678 on
on the
the
5230
"Details" sheet.
"Details" sheet. We recommend using an abbreviated version of the supplier
We recommend using an abbreviated version of the supplier name as name as the supplier
the supplier
INS01 Insurance Solutions 555 Broadway Boulevard, Sandown, Johannesburg, 1005 422 998 2030
code.
code.
ITS01 IT Solutions 112 Elizabeth Avenue, Notting Hill, London, United Kingdom, EC5 3PW N/A
KZB01 KZN Bonds 10 Delhi Crescent, City Centre, East London, 4200 432 000 7650
PTY01 PTY Consultants PTY Place, 24 Tobago Street, Fourways, Johannesburg,1008 N/A
SAB01 SA Bonds 90 Melbourne Road, Centurion, Pretoria, 2005 465 000 8970
TPS01 The Paint Shop 115 Main Street, Houtbay, Cape Town, 7100 432 998 7273
TRF01 TRF Solutions 290 York Crescent, Northcliff, Johannesburg, 1020 463 556 2880
WCA01 WC Financial Advisors 15 Strand Street, Walmer, Port Elizabeth, 4320 412 998 0020
WWR01 WW Retail 22 Upper Boulevard, Fourways, Johannesburg, 1080 N/A
XXB01 XX Building Supplies 80 Ocean Avenue, Constantia, Cape Town, 7500 499 662 1200
XYS01 XY Services 113 Market Avenue, Sandton, Johannesburg, 1005 423 996 0020
XXX01 General Supplier Code N/A
Page 14 of 23
Example (Pty) Ltd
Stock Code Set-up
Code Description UOM
1111ZZ Prepaid Electricity Meter Units
2222ZZ Cables M
3333ZZ Stock Item - Example 3 Units On
On this
this sheet:
sheet:
4444ZZ Stock Item - Example 4 Units Create
Create unique
unique stock
stock codes
codes forfor all
all stock
stock items
items & & services
services and
and enter
enter the
the description
description & & unit
unit of
of
5555ZZ Stock Item - Example 5 Units measure
measure in in the
the other
other columns
columns on on this
this sheet.
sheet. The
The stock
stock codes
codes that
that are
are created
created onon this
this sheet
sheet
are
are included
included inin aa list
list box
box in
in the
the Stock
Stock Code
Code column
column onon the
the “Details”
“Details” sheet
sheet and
and the
the stock
stock
6666ZZ Stock Item - Example 6 Units
code,
code, description
description and and UOMUOM are
are included
included on on the
the purchase
purchase order
order based
based onon the
the stock
stock code
code that
that
7777ZZ Stock Item - Example 7 Units is
is selected
selected onon the
the "Details"
"Details" sheet.
sheet. TheThe stock
stock description
description can
can also
also be
be used
used toto define
define aa default
default
8888ZZ Stock Item - Example 8 Units description
description for for supplier
supplier services.
services.
9999ZZ Stock Item - Example 9 Units
ACC01 Accounting Hours
INS01 Installation Subcontrator Hours
SOF01 Software Subscription Units
ZZZ01 Service - Example Hours
NONSTOCK Non-Stock Item - Example 1 -
Page 15 of 23
Example (Pty) Ltd
Invoice Details
© www.excel-skills.com 436,644.64 493,858.40 63,533.55 430,324.85 56,649.76
Purchase Order Supplier Invoice Supplier Stock Tax Invoice Due Payment Payment Remittance Tax Inclusive Tax Exclusive Invoice
Order No Date Invoice No Date Code Code Description UOM Quantity Price Code Date Amount Date Number Amount Amount Amount Balance
PO-0001 3/1/2019 CCS5715 3/15/2019 CCS01 1111ZZ Prepaid Electricity Meter Units 20.00 1,140.00 A 4/15/2019 22,800.00 4/15/2019 PMT-100001 22,800.00 2,973.91 19,826.09 -
PO-0001 3/1/2019 CCS5715 3/15/2019 CCS01 2222ZZ Cables M 90.00 75.24 A 4/15/2019 6,771.60 4/15/2019 PMT-100001 6,771.60 883.25 5,888.35 -
PO-0002 3/25/2019 EX0315 3/25/2019 GPA01 ACC01 Accounting Hours 4.00 855.00 A 3/25/2019 3,420.00 3/31/2019 PMT-100002 3,420.00 446.09 2,973.91 -
PO-0003 3/28/2019 ADB110523 3/28/2019 ITS01 SOF01 Software Subscription Units 1.00 564.00 E 3/28/2019 564.00 3/28/2019 PMT-100003 564.00 - 564.00 -
On
On this
thissheet:
sheet:
All
All purchase
purchase orders
orders andand supplier
supplier invoices
invoices should
should be
be recorded
recorded on on this
this sheet.
sheet. The
The purchase
purchase order
order && supplier
supplier
PO-0005 4/25/2019 EX0415 4/25/2019
invoice
invoice details
details that areGPA01
that are entered
entered on ACC01
on this
this sheet areAccounting
sheet are automatically
automatically included
included on on the Hours
the purchase
purchase order, 4.00
remittance 855.00
order, remittance A 4/25/2019 3,420.00 4/30/2019 PMT-100005 3,420.00 446.09 2,973.91 -
PO-0006 4/28/2019 and
and statement.
ADB112620statement. All
All the
4/28/2019the columns
ITS01
columns with yellow
yellow column
withSOF01 headings
Software
column require
require user
Subscription
headings user input
input while
Units the
while the columns
columns with
with light
1.00 light564.00 E 4/28/2019 564.00 4/28/2019 PMT-100006 564.00 - 564.00 -
PO-0007 5/1/2019 blue
blue column
CCS5835 column headings
headings
5/15/2019 contain
contain formulas
CCS01 1111ZZ that
formulas that should
should be
be
Prepaid copied for
copiedMeter
Electricity for all
all entries
entries that
that are
are added
Units added to the
the sheet.
to17.00 sheet. 1,000.00 A 6/15/2019 17,000.00 6/15/2019 PMT-100007 17,000.00 2,217.39 14,782.61 -
PO-0007 5/1/2019 CCS5835
Payment
Payment dates
dates && amounts
amounts
5/15/2019 CCS01
also
also need
need to
2222ZZto be
be entered
entered on
Cableson this
this sheet
sheet and
and are
are used
used to
to
M
calculate
calculate outstanding
outstanding
110.00 75.24 A 6/15/2019 8,276.40 6/15/2019 PMT-100007 8,276.40 1,079.53 7,196.87 -
balances.
balances.
PO-0019 9/1/2019 CCS6103 9/15/2019 CCS01 2222ZZ Cables M 105.00 75.24 A 10/15/2019 7,900.20 10/15/2019 PMT-100019 7,900.20 1,030.46 6,869.74 -
PO-0028 12/1/2019 CCS6432 12/15/2019 CCS01 1111ZZ Prepaid Electricity Meter Units 31.00 1,140.00 A 1/15/2020 30,340.00 1/15/2020 PMT-100028 35,340.00 4,609.57 30,730.43 4,000.00
PO-0028 12/1/2019 CCS6432 12/15/2019 CCS01 - - - - A 1/15/2020 1,000.00 1/20/2020 PMT-100029 - - - -
PO-0035 2/1/2020 CCS6615 2/15/2020 CCS01 1111ZZ Prepaid Electricity Meter Units 38.00 1,140.00 A 3/15/2020 43,320.00 5,650.43 37,669.57 52,649.76
PO-0035 2/1/2020 CCS6615 2/15/2020 CCS01 2222ZZ Cables M 124.00 75.24 A 3/15/2020 9,329.76 1,216.93 8,112.83 -
PO-0037 2/28/2020 2/28/2020 ITS01 SOF01 Software Subscription Units 1.00 564.00 E 564.00 - 564.00 -
Page 16 of 23
Insert
Insert business
business logo
logo in
in this
this section...
section... Example (Pty) Ltd
Building Name, Street Address, Suburb, City, Code
Tel: +27 21 999 9999 Fax: +27 21 999 0000
E-mail: info@example.com Website: www.example.com
Tax No: 9999 999 9999 Reg No: 2012 000000 00
Purchase Order
Purchased From: PO Number PO-0028

CCS01 PO Date 12/1/2019
CC Supplies
105 Newmarket Street, City Bowl, Cape Town, 7200
Tax No: 499 888 2000
Code Description UOM Quantity Price Amount

1111ZZ Prepaid Electricity Meter Units 31.00 991.30 30,730.43
2222ZZ Cables M 96.00 65.43 6,280.90
On
Onthis
thissheet:
sheet:
The
The purchase
purchase order
order on
on this
this sheet
sheet can
can be
be used
used to
to view,
view, print
print or
or reprint
reprint any
any of
of the
the purchase
purchase
orders
orders that
that have
have been
been recorded
recorded on on the
the “Details”
“Details” sheet
sheet by
by simply
simply entering
entering oror copying
copying thethe
appropriate
appropriate purchase
purchase order
order number
number into
into cell
cell H11.
H11. All
All business
business details,
details, supplier
supplier information
information
and
and purchase
purchase order
order details
details are
are automatically
automatically updated
updated based
based on on the
the information
information thatthat is
is
entered
entered on
on the
the other
other sheets.
sheets. The
The sheet
sheet accommodates
accommodates 25 25 lines
lines per
per purchase
purchase order
order and
and you
you
can
can customize
customize the
the design
design of
of the
the sheet
sheet by
by including
including your
your own
own logo
logo or
or artwork
artwork atat the
the top
top of
of
the
the sheet.
sheet.
Subtotal 37,011.33
Tax 5,551.71
Total 42,563.04
Authorised By:
________________________________ ________________________ ________________________

NAME SIGNATURE DATE
Insert
Insert business
business logo
logo in
in this
this section...
Tel: +27 21 999 9999 Fax: +27 21 999 0000
Tax No: 9999 999 9999 Reg No: 2012 000000 00
Payment Remittance
Supplier Details: Remittance Number PMT-100032
CC Supplies Supplier Code CCS01
Payment Date 2/15/2020
Tax No: 499 888 2000 Total Purchases 440,920.40
Total Payments 384,270.64
Authorised By: Outstanding Balance 56,649.76
This payment total 63,985.92
________________________________ ________________________________ __________________________

NAME SIGNATURE DATE
The following invoices are included in this payment total:
Invoice Date PO No Doc Type Amount Total
CCS6575 1/10/2020 PO-0031 Invoice 10,260.00 10,260.00 FP
CCS6580 1/15/2020 PO-0032 Invoice 53,725.92 63,985.92 FP
On
Onthis
thissheet:
sheet:
The
The payment
payment remittance
remittance onon this
this sheet
sheet can
can bebe used
used toto view,
view, print
print or
or reprint
reprint any
any of
of the
the
remittances
remittances that
that have
have been
been recorded
recorded on on the
the “Details”
“Details” sheet
sheet byby simply
simply entering
entering or
or
copying
copying the
the appropriate
appropriate remittance
remittance number
number intointo cell
cell J10.
J10.All
All business
business details,
details, supplier
supplier
information
information and
and invoice
invoice details
details are
are automatically
updated based
based onon the
the information
information that
that
is
is entered
entered on
on the
the other
other sheets.
sheets. The
The sheet
sheet accommodates
accommodates 30 30 lines
lines per
per remittance
remittance and
and
you
you can
can customize
customize the
the design
design ofof the
the sheet
sheet byby including
including your
your own
own logo
logo or
or artwork
artwork at
at the
the
top
top of
of the
the sheet.
sheet.
Insert
Insert business
business logo
logo in
in this
this section...
Tel: +27 21 999 9999 Fax: +27 21 999 0000
Tax No: 9999 999 9999 Reg No: 2012 000000 00
Supplier Account Statement
Supplier Details: Supplier Code CCS01

CC Supplies Statement Date 2/28/2020
Tax No: 499 888 2000 Outstanding Balance: 56,649.76
Current 30 Days 60 Days 90 Days 120 Days 150 Days 180 Days +180 Days
52,649.76 0.00 4,000.00 0.00 0.00 0.00 0.00 0.00
2/28/2020 1/28/2020 12/28/2019 11/28/2019 10/28/2019 9/28/2019 8/28/2019 7/28/2019
Outstanding Invoices:
1/28/2020 12/28/2019 11/28/2019 10/28/2019 9/28/2019 8/28/2019 7/28/2019 6/28/2019
Invoice Date PO No Doc Type Amount Balance
CCS6432 12/15/2019 PO-0028 Invoice 4,000.00 4,000.00 PP
CCS6615 2/15/2020 PO-0035 Invoice 52,649.76 56,649.76
On
Onthis
thissheet:
sheet:
This
This supplier
supplier account
account statement
statement isis automatically
automatically compiled
compiled based
based onon the
the supplier
supplier code
code that
that is
is
selected
selected inin cell
cell J11
J11 and
and the
the statement
statement date
date that
that is
is entered
entered inin cell
cell J12.
J12. All
All the
the other
other calculations
calculations
on
on this
this sheet
sheet are
are automated.
automated. TheThe account
account statement
statement accommodates
accommodates 30 30 outstanding
outstanding invoices
invoices
but
but additional
additional rows
rows can
can be
be added
added by
by simply
simply copying
copying thethe formulas
formulas in in the
the last
last row
row and
and pasting
pasting
them
them into
into the
the required
required number
number of of rows.
rows.
Example (Pty) Ltd
Monthly Purchases 80,000.00 Monthly Purchases!
70,000.00
60,000.00
Start Date 3/1/2019 50,000.00
40,000.00
Date Purchases Payments Creditors P/Orders 30,000.00
20,000.00
March-2019 33,555.60 3,984.00 29,571.60 -
10,000.00
April-2019 27,479.40 33,555.60 23,495.40 - -
April-2019
May-2019
June-2019
July-2019
August-2019
February-2020
March-2019
September-2019
October-2019
November-2019
December-2019
January-2020
May-2019 29,260.40 27,479.40 25,276.40 -
June-2019 24,586.08 29,260.40 20,602.08 -
July-2019 47,623.20 24,586.08 43,639.20 -
August-2019 38,697.00 49,333.20 33,003.00 -
September-2019 28,984.20 36,987.00 25,000.20 -
October-2019 51,385.20 28,984.20 47,401.20 - 80,000.00 Monthly Payments!
November-2019 37,716.60 51,385.20 33,732.60 - 70,000.00
60,000.00
December-2019 46,547.04 37,716.60 42,563.04 - 50,000.00
January-2020 67,969.92 42,547.04 67,985.92 - 40,000.00
February-2020 59,489.76 70,825.92 56,649.76 564.00 30,000.00
20,000.00
493,294.40 436,644.64
10,000.00
-
April-2019
May-2019
June-2019
July-2019
August-2019
October-2019
December-2019
February-2020
March-2019
September-2019
November-2019
January-2020
On
On this
this sheet:
sheet:
This
This sheet
sheet includes
includes aa 12
12 month
month review
review of
of purchases,
purchases, payments
payments
and
and creditor
creditor balances.
balances. All
All the
the calculations
calculations on on this
this sheet
sheet are
are
automated
automated and and based
based on
on the
the start
start date
date that
that is
is specified
specified inin cell
cell B4.
B4.
All
All three
three charts
charts are
are also
also automatically
updated when when the
the start
start
date
date is is amended.
amended. 80,000.00 Monthly Creditors!
70,000.00
60,000.00
50,000.00
40,000.00
30,000.00
20,000.00
10,000.00
-
April-2019
May-2019
June-2019
July-2019
August-2019
October-2019
December-2019
February-2020
March-2019
September-2019
November-2019
January-2020
Page 20 of 23
Example (Pty) Ltd
Creditors Age Analysis
© www.excel-skills.com On
On this
thissheet:
sheet:
Statement Date 2/28/2020
This
This sheet
sheet includes
includes aa 12
12 month
All Suppliers month age
age analysis
analysis and
and purchases
purchases & & creditor
creditor balance
balance history.
history. All
All the
the
calculations
calculations on
on this
this sheet
sheet are
are automated
based on
on the
the statement
statement date date that
that is
is specified
specified in in
cell
cell B4
B4 and
and the
the supplier
supplier code
code that
that is
is selected
selected from
from the
the list
list box
box inin cell
cell B6.
B6. The
The age
age analysis
analysis
Supplier can
can be
be compiled
compiled for
for individual
individual supplier
supplier accounts
accounts or
or you
you can
can compile
compile an an age
age analysis
analysis forfor all
all
supplier
supplier accounts
accounts by by simply
simply clearing
clearing the
the supplier
supplier code
code fromfrom the
the list
list box
box in
in cell
cell B6.
B6.
Age Analysis 60,000.00
Age Analysis!
50,000.00
Balance Current 30 Days 60 Days 90 Days 120 Days 150 Days
40,000.00
56,649.76 52,649.76 - 4,000.00 - - -
30,000.00
180 Days 210 Days 240 Days 270 Days 300 Days 330 Days 360+ Days
- - - - - - - 20,000.00
10,000.00
Purchase History -
Current
60 Days
150 Days
180 Days
210 Days
240 Days
270 Days
300 Days
330 Days
360+ Days
30 Days
90 Days
120 Days
Feb-2020 Jan-2020 Dec-2019 Nov-2019 Oct-2019 Sep-2019
59,489.76 67,969.92 46,547.04 37,716.60 51,385.20 28,984.20
Aug-2019 Jul-2019 Jun-2019 May-2019 Apr-2019 Mar-2019 Feb-2019
80,000.00
38,697.00 47,623.20 24,586.08 29,260.40 27,479.40 33,555.60 Purchases / Balance History! Purchases Balance
70,000.00
60,000.00
Balance History
50,000.00
40,000.00
Feb-2020 Jan-2020 Dec-2019 Nov-2019 Oct-2019 Sep-2019
30,000.00
56,649.76 67,985.92 45,983.04 37,152.60 50,821.20 28,420.20
20,000.00
Aug-2019 Jul-2019 Jun-2019 May-2019 Apr-2019 Mar-2019
10,000.00
38,133.00 47,059.20 24,022.08 28,696.40 26,915.40 32,991.60
-
02-2020
01-2020
12-2019
10-2019
09-2019
07-2019
06-2019
05-2019
04-2019
03-2019
11-2019
08-2019
Page 21 of 23
Example (Pty) Ltd
Supplier Account Balances 2/28/2020 1/28/2020 12/28/2019 11/28/2019 10/28/2019 9/28/2019 8/28/2019 7/28/2019
Report Date: 28 February 2020 1/28/2020 12/28/2019 11/28/2019 10/28/2019 9/28/2019 8/28/2019 7/28/2019 6/28/2019
© www.excel-skills.com 56,649.76 52,649.76 - 4,000.00 - - - - -
Code Billing Name Balance Current 30 Days 60 Days 90 Days 120 Days 150 Days 180 Days +180 Days
ABC01 ABC Limited - - - - - - - - -
CCS01 CC Supplies 56,649.76 52,649.76 - 4,000.00 - - - - -
DFM01 DF Manufacturing - - - - - - - - -
DIG01 Digicom - - - - - - - - -
ECE01 EC Estate Agents - - - - - - - - -
On
On this
this sheet:
sheet:
ENE01 Energy Incorporated This- - - - - - - - -
This sheet
sheet includes
includes aa supplier
supplier account
account balance
balance and
and age
age analysis
analysis report.
report. AllAll the
the
FSF01 FS Financial Services calculations on this sheet are automated. The report is compiled based- on
-
calculations on -
this sheet are -
automated. -
The report is -
compiled based on the
the - - -
GPA01 GP Accountants statement
statement
- date
date that - is
that is specified- on
specified on the
the "Ageing"
"Ageing"
- sheet
sheet and- includes
and includes the
the- first
first 20
20 - - -
INS01 Insurance Solutions supplier
supplier
- accounts
accounts - -- you
you can
can add
-add additional
additional - accounts
accounts by
by-simply
simply copying
copying- the the - - -
formulas
formulas in
in the
the last
last row and pasting them them into the required number of additional
ITS01 IT Solutions - - row and pasting
- into
- the required - number of additional
- - - -
rows.
rows.
KZB01 KZN Bonds - - - - - - - - -
PTY01 PTY Consultants - - - - - - - - -
SAB01 SA Bonds - - - - - - - - -
TPS01 The Paint Shop - - - - - - - - -
TRF01 TRF Solutions - - - - - - - - -
WCA01 WC Financial Advisors - - - - - - - - -
WWR01 WW Retail - - - - - - - - -
XXB01 XX Building Supplies - - - - - - - - -
XYS01 XY Services - - - - - - - - -
XXX01 General Supplier Code - - - - - - - - -
Page 22 of 23
Example (Pty) Ltd
Supplier Payment Forecast
Total Overdue 4,000.00
Date Payment Amount Future Payments Total
3/1/2020 - Mar/2020 52,649.76
3/2/2020 - Apr/2020 -
3/3/2020 - May/2020 - On
Onthis
thissheet:
sheet:
3/4/2020 - Jun/2020 -
This
This sheet
sheet contains
contains aa forecast
forecast ofof all
all future
future payments
payments which
which are
are based
based onon the
the
invoice
invoice due
due dates
dates that
that are
are entered
entered on on the
the "Details"
"Details" sheet.
sheet. The
The daily
daily analysis
analysis
3/5/2020 - Jul/2020 - includes
includes 35
35 days
days andand the
the monthly
monthly analysis
analysis includes
includes 12
12 months.
months. All
All the
the
3/6/2020 - Aug/2020 - calculations
calculations on
on this
this sheet
sheet are
are automated
based on
on the
the current
current date.
date. The
The
3/7/2020 - Sep/2020 - total
total overdue
overdue amount
amount is is also
also reflected.
reflected.
3/8/2020 - Oct/2020 -
3/9/2020 - Nov/2020 -
3/10/2020 - Dec/2020 -
3/11/2020 - Jan/2021 -
3/12/2020 - Feb/2021 -
3/13/2020 -
3/14/2020 -
3/15/2020 52,649.76
3/16/2020 -
3/17/2020 -
3/18/2020 -
3/19/2020 -
3/20/2020 -
3/21/2020 -
3/22/2020 -
3/23/2020 -
3/24/2020 -
3/25/2020 -
3/26/2020 -
3/27/2020 -
3/28/2020 -
3/29/2020 -
3/30/2020 -
3/31/2020 -
4/1/2020 -
4/2/2020 -
4/3/2020 -
4/4/2020 -
52,649.76
Page 23 of 23

Supplier Payments Sample

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Supplier Payments Sample

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Excel Skills | Purchase Order & Supplier Payments Template

The following sheets are included in this template:

Recording Purchase Orders

Recording Partial Payments

Supplier Account Statement

Monthly Sales Analysis

Creditors Age Analysis

Supplier Account Balances

Supplier Payment Forecast

Help & Customization

Business Address Building Name, Street Address, Suburb, City, Code

Contact Number +27 21 999 9999

Input Error Codes

Purchased From: PO Number PO-0028

Tax No: 499 888 2000

Code Description UOM Quantity Price Amount

________

______

Supplier Account Statement

Supplier Details: Supplier Code CCS01

Tax No: 499 888 2000 Outstanding Balance: 56,649.76

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