Reviewing your purchases information

Purchases > Reviewing your purchases information

There are several tools that you can use to review your purchases information.


Tool	Description	See
Business Insights	Use Business Insights to analyse purchases and supplier information.	below
To Do List	The To Do List window 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	History lets you view seven years of purchase history for an item or a supplier.	below
Purchases Register	The Purchases Register window gives you a complete picture of your purchase activity—open and closed purchases, orders, quotes, returns, etc.	Finding a transaction
Find Transactions	Find Transactions helps you find purchase transactions.	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 use one of the graphs or tables in another document, right-click it and choose:

▪	Copy to Clipboard. This copies the graph or table to the clipboard, ready to paste into a document.

▪	[Graphs only] Save As. Choose where you want to save the image and click Save. This saves the graph as an image file, so you can use it later.

5	Click Close to return to the main Business Insights window.

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 upon 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	Display 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 in the Supplier Detail field.

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

Note that the information in this window is based on:

▪	the entries you made in the Ageing Date window, and

▪	the entries 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 if you want to analyse your payables as of a past date. The Analyse Purchases Items Spreadsheet report shows you the inventory items on which you are spending 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 information on displaying, customising and printing your 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 financial year and the next financial year.