Reviewing your purchase information

Purchases > Reviewing your purchase information

You can use these tools to review your purchases information.


Tool		See
Business Insights	Use Business Insights to analyse purchases and supplier information.	below
To Do List	The To Do List displays all open purchases, recurring purchases and orders, sorted by due date.	below
Analyse Payables	The Analyse Payables window provides details of your purchase activities.	below
Purchase reports	Purchase reports help you keep track of your purchase activities.	below
Purchase history	Purchase history lets you view seven years of purchase history for an item or a supplier.	below
Find Transactions	The Find Transactions window helps you find purchase transactions quickly.	Finding a transaction
Purchases Register	The Purchases Register gives you a complete picture of your purchase activity—open and closed purchases, orders, quotes, returns and so on.	Finding a transaction
Transaction Journal	The Transaction Journal lists journal entries of your purchases and other transactions.	Finding a transaction

To view purchases information using Business Insights

Business Insights presents a summary of your purchases information, including which suppliers you owe money to and how much is overdue. You can also see how much you owe suppliers for each ageing period, as well as view your purchases history with your suppliers.

To find information specific to your needs, sort the table columns by clicking a column heading. For example, you can find the most overdue supplier payments or the largest overdue amounts.

1	Go to the Accounts command centre and click Business Insights. The Business Insights window appears.

2	View the Suppliers I need to pay panel.

This panel shows the total payments you owe suppliers and details of each overdue supplier payment (based on their credit terms), including the number of days overdue.

3	Click Analyse suppliers to view graphs and information about the money you owe suppliers and the payment history of each supplier.

You can use this information to:

▪	Keep on top of your supplier payments Identify which supplier payments are due or which suppliers you owe the most money to.

▪	Negotiate a payment or discount with a supplier View your payment history with the supplier, such as the average number of days it takes you to pay them.

4	If you want to save a graph as an image so you can print it or insert it into a document, right-click the graph and click Save As. Choose where you want to save the image and click Save.

To view a list of all unpaid purchases sorted by days overdue

You can view a list of all unpaid purchases in the To Do List and enter supplier payments for those purchases.

1	Click To Do List in any command centre. The To Do List window appears.

2	Click the A/P tab. A list of all unpaid purchases appears.

The Overdue column shows the number of days a payable is overdue (a negative number in the Overdue column indicates that the payment is not yet due). The number of days a purchase is overdue is calculated by checking the original date of purchase, comparing it to today’s date and looking at your credit terms with the supplier.

To analyse payables

The Analyse Payables window allows you to view detailed information about how much you owe suppliers and how long you have owed them. This analysis is based on all purchases and payments recorded in your company file.

1	Go to the Purchases command centre and click Analysis. The Analyse Payables window appears.

2	Click Filters. The Ageing Date window appears.

3	Set your filters in the Ageing Date window and click OK.

4	Select the required view of the Analyse Payables window:

▪	The Summary view displays all the money that you owe suppliers, totalled by supplier.

▪	The Supplier Detail view displays all the money that you owe the supplier selected in the Supplier Detail field.

▪	The Purchase Detail view displays all the transactions assigned to the purchase selected in the Purchase Detail field.

The information in this window is based on the entries you made above in the Ageing Date window, and the selections you made in the Ageing fields in the Reports & Forms view of the Preferences window.

To view purchase reports

There are several purchase reports that can help you track your purchase activity. For example, you can run a Payables Reconciliation Summary report to analyse your payables at a given date. The Analyse Purchases Items Spreadsheet report shows you the items which are costing you the most money.

1	Go to the Reports menu and choose Index to Reports. The Index to Reports window appears.

2	Click the Purchases tab. A list of purchase reports appears. For more information on reports, see Reports.

To view purchase history

You can view the purchase history for an item or a supplier.

1	Display the Item Information window for an item or the Card Information window for a supplier.

2	Click the History tab.

The History tab displays a total of seven years of purchase history for the item or card: the five years preceding your current financial year (as displayed in the Company Information window), the current year and the next year.