Ardex Premier contains some great features for reporting Accounts Payable for your business. As with any Accounts Payable system, Ardex relies on your accounts staff to correctly enter supplier invoices received in a timely manner, and record and reconcile all supplier payments regularly whether these payments are made by EFT, cheque, credit card or cash.
So long as your Ardex system is kept up to date, Accounts Payable reports generated will always be accurate and ready for payment action. The most commonly used accounts payable report in Ardex is the Suppliers – Non Zero Balances report. This is accessed through Main then select People & Firms and “View by: Suppliers – non zero balances”.
This accounts payable report can be sorted by any column simply by clicking on a column header title. For example, if you want to see all suppliers with accounts more than 90 days overdue, just click the 90 Day Balance header. The report can be exported to Excel by clicking the Export to Excel button at the bottom of the report if you wish.
Note that next to the “Total Balance Due” column there is a “Creditors Loan Balance” column. Amounts in this column represent adjustments to your account with the supplier, such as credit notes received, overpayments and other account adjustments. A positive balance in this column represents an amount which may be applied against unpaid supplier invoices in the system, thereby reducing the Balance Due for the supplier. This process of applying creditor loan balances will be covered later in this support note.
If you select a supplier by single left-clicking on the supplier name, then click the “Enquiry” button at the right of the screen, you will get a list of all transactions relating to that supplier within a specified date range, including invoices received, payments made and a running accounts payable balance. Remember to click the “Refresh” button if you change the date range.
If you double click any supplier you will open the supplier information window. By selecting the “Expenses” tab at the left of the supplier window you will get a list of all supplier invoices received and entered, including amounts paid on invoices, GST recorded, account allocations and supplier invoice numbers. Again, this information can be printed or exported if you wish.
Other accounts payable reports can be found by selecting Reporting then Reports and scroll down to Financial Reports > Creditor Financials. The “Creditors Balances” report shows current supplier accounts payable balances, and the “Balances as at” report shows accounts payable balances as at a certain date for historic purposes. These reports can be sent to excel or PDF.
By combining these accounts payable reporting options in Ardex you should have no trouble quickly finding out which suppliers you owe money to, how much is owed and how long it has been outstanding. You can perform an enquiry to show all supplier invoices received from and payments made to a supplier for reconciliation purposes, and all reports can be exported and printed.