Vendor Account Statement
A vendor's Account Statement shows, as of a cutoff date, every purchase document that still has an open balance —bills, credit/debit notes and prepayments— along with how old each one is. It's the fastest way to know exactly how much you owe a vendor today and which documents make up that balance, without reviewing its transactions one by one.
What is it and what is it for?
Unlike the general Accounts Payable reports (which show all your vendors at once), the Account Statement is built for one specific vendor: it always starts from that vendor's record and answers the question "what do I owe this vendor, and since when?" It includes open vendor bills, unapplied credit and debit notes, and unused vendor prepayments.
The report groups documents by currency (if the vendor has documents in more than one) and shows a subtotal and a grand total for each currency, since balances in different currencies can't be added together.
How to use it
- Open it from the vendor's record. This report has no entry of its own in the menu: it opens from the Account Statement button that appears on the vendor's list, dashboard or details screen. The button only appears if your company has the optional "Advanced Purchases" module enabled (see availability below). Clicking it opens that vendor's summarized statement with today's date as the cutoff.
- Choose the variant. The top row of links lets you switch between Summarized, Detailed, Grouped by P/O Summarized and Grouped by P/O Detailed without losing the filters you already selected.
- Adjust the filters. Vendor is required (leaving it blank and clicking Refresh shows a warning); Cutoff Date defines the day balances are calculated up to; and Subsidiary only appears if your plan has Subsidiaries enabled.
- Generate the report. Click Refresh to recalculate with the chosen filters, without a full page reload.
- Drill into a document. Each document's number is a direct link to that bill, note or prepayment. On the Detailed variants, each document also lists the payments and applications already posted against it, each with its own link.
- Print it. The Print button produces a PDF/paper-ready version with your company's logo and details, hiding the filters and buttons.
The four variants
All four screens share the same data and filters; only how they group the documents and how much detail they show changes:
| Variant | What it shows |
|---|---|
| Summarized | One row per open document, grouped only by currency. The simplest view to quickly see what's owed. |
| Detailed | The same as Summarized, but adds the payments and applications already recorded under each document, so you can see where its current balance comes from (a bill with a partial payment, for example). |
| Grouped by P/O Summarized | Groups documents by their originating purchase order (in addition to currency). Documents with no linked purchase order are grouped under "No P/O". |
| Grouped by P/O Detailed | Both combined: grouped by purchase order, with the payment/application detail of each document. |
Report columns
| Column | What it means |
|---|---|
| Doc. Number | The document's number; a link that opens that transaction on its own details screen. |
| Reference | Free-form reference captured on the document (for example, the vendor's own paper invoice number). |
| Date | The document's date. |
| Type | Document type: vendor bill, credit/debit note or prepayment, among others. |
| Aging | Days elapsed from the document's date to the cutoff date. Highlighted in red when it exceeds the document's payment-term days — that is, when it's already overdue. |
| Amount | The document's original total amount. |
| Balance | What's still outstanding on that document as of the cutoff date, after the payments and applications already recorded. |
Each currency group ends with the outstanding total in that currency; if the vendor has documents in more than one currency, you'll see a separate block and total for each one.
Payments and applications (Detailed variants)
On Detailed and Grouped by P/O Detailed, each document lists, as negative amounts, the payments and applications (including retentions applied) posted against it up to the cutoff date. This lets you see, without leaving the report, why a bill's balance no longer matches its original amount.
Available filters
| Filter | Detail |
|---|---|
| Vendor | Required. The report is always calculated for a single vendor at a time. |
| Cutoff Date | Required. Balances and aging are calculated up to this date (defaults to today's date when opened from the vendor's record). |
| Subsidiary | Only if your plan has Subsidiaries enabled; limits the report to that subsidiary's documents. |
Availability and permissions
- The vendor's "Account Statement" button — the only entry point to this report — only appears if your company has the optional "Advanced Purchases" module enabled. This module also unlocks Purchase Requests, Vendor Quote Requests, Purchase Approvals and Quote Comparison; if you don't see it available, contact your AdmCloud advisor to add it.
- Reaching the button requires being able to open the vendor's list, dashboard or details screen — that is, the view/browse Vendors permission on your user group.
- The Subsidiary filter only appears if your plan has Subsidiaries enabled.
Tips and common pitfalls
Use "Grouped by P/O" to reconcile purchases against their order. If you follow the full purchase order → reception → bill flow, this variant shows at a glance which bills from the same purchase order are still unpaid.
Don't see the "Account Statement" button on a vendor? Your company most likely doesn't have the "Advanced Purchases" module enabled. Ask your administrator to check, or contact AdmCloud support.
A balance that differs from the original amount isn't a mistake. Switch to the Detailed variant to see, under the document, which payments or applications explain the difference.