Surf Accounts offers the following purchase reports. You can generate the reports by specifying one or more criteria.

• Invoice / Credit Note Report
• Supplier Statements
• Supplier Accounts Report
• Aged Supplier Balances
• Invoice Details Report
• Order Report
• Price History Report
• Batch Invoice Print

Invoice / Credit Note Report

This report generates a summary of all supplier invoices, credit notes and opening balances depending on the criteria you set. To generate the report, complete the steps.

• Log in to Surf Accounts. The Business page appears.
• On the Business page, locate the required business by completing either of the following steps.
  • • In the Search box on the top right corner, enter the name of the business fully or partially and click . The business summary will appear under the Select a Business heading.
    • The business summary is available under the Select a Business heading. If you cannot find it, at the bottom-right corner of the page, click 100 to increase the number of records to be displayed on the page. The business summary will be available under the Select a Business heading.
• Under the Select a Business heading, click the name of the business.
• The Customers page appears. On the Customers page, in the left panel, click Reports.
• The Reports page appears. On the Reports page, under the PURCHASES heading, click Invoice / Credit Note Report.
• The Purchase Invoice Report page appears. On the Purchase Invoice Report page, enter one or more of the following criteria.

FIELD	STEP
	Click and select a pre-configured date range.
DATE FROM	Select the date from which you want to view report. You can set the date up to 5 years beyond the current set accounting period.
DATE TO	Select the date till which you want to view report. You can set the date up to 5 years beyond the current set accounting period.
TYPE	Select whether you want to view the report on invoice, credit note, opening balances or all of these.
DOC. NO. START	Select the document number from which you want to view report.
DOC. NO. END	Select the document number till which you want to view report.
CURRENCY	Select the currency.

• To run the report, click [Run]. The report displays the details based on the criteria.

Supplier Statements

• The report shows transaction summary or details with suppliers based on criteria you set. To generate the report, complete the following steps.
• Complete steps 1 to 4 as given in Invoice / Credit Note Report.
• On the Reports page, under the PURCHASES heading, click Supplier Statements.
• The Supplier Statement page appears. On the Supplier Statement page, enter one or more of the following criteria.

FIELD	STEP
	Click and select a pre-configured date range.
DATE TO	Select the date till which you want to view the report. You can set the date up to 5 years beyond the current set accounting period.
SUPPLIER FROM	Select the supplier from which you want to view the report. You can set the date up to 5 years beyond the current set accounting period.
SUPPLIER TO	Select the supplier till which you want to view the report.
CURRENCY	Select the currency shown in the statements.
TYPE	Select whether it is an open item or carry forward.
SORT	Select the option by which the results will be sorted.
Suppress Zero	Select, if required.

• To generate the report, click [Run]. The report is generated based on the criteria you set.

To print the report, click [Print]. To save the report to the local disk in the PDF format, click [Save]. To email the report, click the [Email].

Supplier Accounts Report

• This report generates the summary and details of transactions with suppliers based on the criteria you set. To generate the report, complete the following steps.
• Complete steps 1 to 4 as given in Invoice / Credit Note Report.
• On the Reports page, under the PURCHASES heading, click Supplier Accounts Report.
• The Supplier Account Card Report page appears. On the Supplier Account Card Report page, enter one or more of the following criteria.

FIELD	STEP
	Click and select a pre-configured date range.
DATE FROM	Select the date from which you want to view report. You can set the date up to 5 years beyond the current set accounting period.
DATE TO	Select the date till which you want to view report. You can set the date up to 5 years beyond the current set accounting period.
SUPPLIER FROM	Select the supplier from which you want to view the report.
SUPPLIER TO	Select the supplier till which you want to view the report.
CURRENCY	Select the currency mentioned in the account statement.

• To run the statement, click [Run]. The report is generated based on the criteria specified.

To add or remove columns in the report, click [Advanced Settings] and then from Advanced Settings window, add or remove the required columns and click [Update]. To print the report, click [Print]. To save the report in the excel format, click [Excel]. To save the report to the local disk in the PDF format, click [Save]. To email the report, click the [Email].

Aged Supplier Balances

• The Aged Supplier Report will generate reports regarding the amount payable to your Supplier. The account payable arises when goods or service are purchased on credit. Surf Accounts provide a dynamic feature where you can generate the Aged Supplier Report on a periodical structure. The aging balance report will list each Supplier’s outstanding balance and will then sort the total amount into columns such as Current, 30 days past due, 60 days past due, 90 days past due 120 days past due and so on. The report allows the user or the account manager to have a quick look on the entire outstanding invoices of the Suppliers.
• We have enhanced the Aged Creditors Report by introducing a new feature “Show Detailed Breakdown”. Under the ‘Advance’ option, a new tick box has been introduced under Features “Show Detailed Breakdown”.
• Complete steps 1 to 4 as given in Invoice / Credit Note Report.
• On the Reports page, under the PURCHASES heading, click Aged Supplier Balances. The Aged Supplier Balances Report page appears.
• On the Aged Supplier Balances Report page, enter one or more of the following criteria.

FIELD	STEP
	Click and select a pre-configured date range.
DATE TO	To generate the aged Supplier report you can select the Date column to specify the period. For e.g. if you wish to generate the report on a particular date, select the date by using the calendar. By keeping the date range blank it will generate the report till date. In the report the current date will appear as “Date Range”. You can set the date up to 5 years beyond the current set accounting period.
SUPPLIER FROM	Select the supplier from which you want to view the report.
SUPPLIER TO	Select the supplier till which you want to view the report.
Current Aging	Select, if applicable.
CURRENCY	Select the currency in the report.

• To generate the report, click [Run].
• The report is generated, as shown below.

Customisation of the Aged Supplier Balances Report:

• From the ‘Advance’ setting, you can include or exclude different columns to customise the report as per your business requirement. This includes the “Currency Code”, “Currency Balance”, “Currency Adjustment”, ‘Unallocated’, “ Code”, “ Name”, “ Balance” and the columns for the outstanding period (for e.g. 30 days, 60 days, 90 days, 120 days, 150 days and 180 days). Select the column as per your business requirement so that the Suppler Aged Balances can display the relevant information.

Sorting of Report:

• You can sort the report by the ‘Code’, ‘Name’ ‘Balance’ and ‘Currency’ of the report.

Features:

• If the invoices are already paid and not appear under the outstanding column, then by selecting “Suppress Zero Balances” the invoices will not appear in the “Aged Supplier Balances Report” as it is already allocated with a Payment.

Show Detailed Breakdown

• We have introduced this new option to show the detailed breakdown of invoices and payments. A tick box has been introduced under the sort option as “Show Detailed Breakdown”. By default, this tick box will be un-ticked.
• If “Show Detailed Breakdown” is ticked from the ‘Advance’ option the report will show a breakdown of the invoice amount, Net, VAT, Gross and the Outstanding along with the periodical aging.
• The Balance amount derived as Total Aging- Unallocated Amount.
• Balance will be calculated as (Total Aging- Unallocated Amount). As unallocated is in general in negative the calculation methodology becomes Total Aging + (-Unallocated) = Total Aging-Unallocated.
• The VAT on payment will be 0.00.
• Code: This determines the Supplier Code.
• Name: The name of the Supplier is shown under this column.
• Current: The Gross Amount of Invoice of the transaction of a particular supplier will be shown under Current Column.
• Balance: The Balance Amount will be equal to the Outstanding Amount. The balance amount includes the amount of Purchase Invoice, Credit note, Payment, Negative Payment, Opening Supplier Invoice. It does not include the amount of non- supplier payment and opening balance journal.
• Aging: The gross amount of the Invoice is shown under the Aging column depending upon the number of days of Aging i.e. 30 days, 60 days, 90 days and so on.
• VAT: The VAT amount is calculated as (Invoice Gross Amount- Credit Note Gross Amount i.e. the unallocated amount). When a discount is allowed in a transaction the VAT will be calculated as VAT= (Invoice VAT)/ (Invoice Gross) * (Invoice Gross) – (allocated amount+ discount amount).
• Currency Adjustment: The calculation methodology of the currency adjustment will be as follows: (Allocated Amount of Invoice * conversion rate of transaction date)+[ -(Allocated amount of credit note or payment * conversion rate of transaction date)]

To add or remove columns in the report, click [Advanced Settings] and then from Advanced Settings window, add or remove the required columns and click [Update]. To print the report, click [Print]. To save the report in the excel format, click [Excel]. To save the report to the local disk in the PDF format, click [Save]. To email the report, click the [Email].

Invoice Details Report

• This report shows the summary or details of all supplier invoices during a time period, based on the criteria you specify such as product code or category. To generate the report, complete the following steps.
• Complete steps 1 to 4 as given in Invoice / Credit Note Report.
• On the Reports page, under the PURCHASES heading, click Invoice Details Report.
• The Supplier Invoice Details Report page appears. On the Supplier Invoice Details Report page, enter the following criteria, as required.

FIELD	STEP
	Click and select a pre-configured date range.
DATE FROM	Select the date from which you want to view the report. You can set the date up to 5 years beyond the current set accounting period.
DATE TO	Select the date till which you want to view the report. You can set the date up to 5 years beyond the current set accounting period.
SUMMARY/DETAILED	Select whether you want to view the summary or a detailed report.
TYPE	Select the criteria based on which the summary or details will be shown. For example, product code or category.
CURRENCY	Select the currency in the report.

• To generate the report, click [Run]. The report is generated based on the criteria you specify.

Summary

Detailed

To add or remove columns in the report, click [Advanced Settings] and then from Advanced Settings window, add or remove the required columns and click [Update]. To print the report, click [Print]. To save the report in the excel format, click [Excel]. To save the report to the local disk in the PDF format, click [Save]. To email the report, click the [Email].

Order Report

• This report shows the status of purchase orders from suppliers based on the criteria you have set. For example, it can show all purchase orders within a range of document numbers with an open status. To generate the report, complete the following steps.
• Complete steps 1 to 4 as given in Invoice / Credit Note Report.
• On the Reports page, under the PURCHASES heading, click Order Report.
• The Purchase Order Report page appears. On the Purchase Order Report page, enter the following criteria, as required.

FIELD	STEP
	Click and select a pre-configured date range.
DATE FROM	Select the date from which you want to view the report. You can set the date up to 5 years beyond the current set accounting period.
DATE TO	Select the date till which you want to view the report. You can set the date up to 5 years beyond the current set accounting period.
DOC NO. FROM	Enter a document number from which you want to view the report.
DOC NO. FROM	Enter a document number from which you want to view the report.
STATUS	Select a status based on which the report will generate.
CURRENCY	Select the currency in the report.

• To generate the report, click [Run]. The report is generated based on the criteria you specify.

To add or remove columns in the report, click [Advanced Settings] and then from Advanced Settings window, add or remove the required columns and click [Update]. To print the report, click [Print]. To save the report in the excel format, click [Excel]. To save the report to the local disk in the PDF format, click [Save]. To email the report, click the [Email].

Price History Report

• This report shows the prices of different products of the business on different dates. You can identify variances, if any, in the prices with the report. For example, you can view the price history of certain products during a certain period for a particular supplier. To generate the report, complete the following steps.
• Complete steps 1 to 4 as given in Invoice / Credit Note Report.
• On the Reports page, under the PURCHASES heading, click Price History Report.
• The Price History Report page appears. On the Price History Report page, enter the following criteria, as required.

FIELD	STEP
	Click and select a pre-configured date range.
DATE FROM	Select the date from which you want to view the report. You can set the date up to 5 years beyond the current set accounting period.
DATE TO	Select the date till which you want to view the report. You can set the date up to 5 years beyond the current set accounting period.
PRODUCT FROM	Select the product from which you want to view the report.
PRODUCT TO	Select the product till which you want to view the report.
SUPPLIER FROM	Select the supplier from which you want to view the report.
SUPPLIER TO	Select the supplier till which you want to view the report.
CURRENCY	Select the currency in the report.

• To generate the report, click [Report]. The report is generated based on the criteria you specify.

To add or remove columns in the report, click [Advanced Settings] and then from Advanced Settings window, add or remove the required columns and click [Update]. To print the report, click [Print]. To save the report in the excel format, click [Excel]. To save the report to the local disk in the PDF format, click [Save]. To email the report, click the [Email].

Batch Invoice Print

• This report allows you to generate and print all or some supplier invoices raised within a time period based on the criteria you have set. To generate the report, complete the following steps.
• Complete steps 1 to 5 as given in Invoice / Credit Note Report.
• On the Reports page, under the PURCHASES heading, click Batch Invoice Print.
• The Supplier Batch Invoice page appears. On the Supplier Batch Invoice page, enter one or more of the following criteria.

FIELD	STEP
	Click and select a pre-configured date range.
DATE FROM	Select the date from which you want to view report. You can set the date up to 5 years beyond the current set accounting period.
DATE TO	Select the date till which you want to view report. You can set the date up to 5 years beyond the current set accounting period.
DOC. NO. FROM	Select the document number from which you want to view report.
DOC. NO. TO	Select the document number till which you want to view report.
CURRENCY	Select the currency.

• To generate the report, click [Run]. The report is generated based on the criteria you specify. You can see the invoices of multiple suppliers.

Supplier 1

Supplier 2

To add or remove columns in the report, click [Advanced Settings] and then from Advanced Settings window, add or remove the required columns and click [Update]. To print the report, click [Print]. To save the report in the excel format, click [Excel]. To save the report to the local disk in the PDF format, click [Save]. To email the report, click the [Email].