Suppliers Credit Control

NOTE: This option is available in Sage 50 Accounts Standard and Professional. To speak to someone about upgrading submit your details, and we'll call you back.

1. On the navigation bar click Suppliers, then select Manage payments.

   This window shows a list of suppliers with their current credit position as follows:

   A/C	The supplier's account reference from the supplier record.
   Name	The supplier's name, from the supplier record.
   Inactive	Indicates which accounts are inactive from the supplier record.
   Contact Name	The contact name from the supplier record.
   Telephone	The telephone number as on the supplier record.
   Overdue	This is the value of any invoices that have become overdue. The invoice uses the Payment Due Date within the Credit Control tab of the supplier record, to calculate the due date. If the invoice is outstanding for longer than the payment due days, it becomes overdue. Sage 50 Accounts v28.1 and above - If the Payment Due Days for the supplier is zero, choose whether invoices become overdue after 0 days or 30 days.  Sage 50 Accounts v28.0 and below - If the Payment Due Days for the supplier is zero, the period for invoices becoming overdue is 30 days. TIP: Changing the value on the supplier record doesn't update the transaction. Click Transactions to amend the due date on a transaction, then click Edit then Due on.
   Balance	This is the balance currently outstanding.
   Payment Method	The regular payment method, as recorded on the supplier record.
   Promised Payment	Y appears in this column if a promised payment exists in the Communications option. For further information about this, refer to the following section To record contact information.
   Follow up	The due date of any follow-up action.

2. To return to the standard view, select Standard.

1. On the navigation bar click Suppliers, click the required supplier account then click Communications.
2. To add a new contact, click Add entry, or to amend an existing contact select the contact, click Edit entry.
3. Complete the Supplier Communications History window as follows:

   TIP: If required, to delete a contact from the Supplier Communications History window, select the contact, click Delete Entry then click Yes.

   Communication Details	General information about the contact, such as the type of contact, the date and name. You can record the contact type from Telephone, Letter / Fax / Email or Meeting. NOTE: You can't change the type on a contact, for example, you can't change a telephone contact into a letter.
   Contact Details	When recording a telephone call, the telephone number from the supplier record appears in the Telephone box. If you use the Windows telephone dialler, to dial the number click the finder button to the right of the telephone number.
   Telephone Timer	Use this to record the duration of a call, when the call begins, click Start and the timer counts until you click Stop.
   Communication Result	Use this area to record the outcome of the contact. From the Outcome drop-down list, choose the required outcome for the contact. If you choose Payment Promised in Promised Amount enter the amount promised then enter the due date. If promised payments already exist, the Follow-up column in the Manage payments view shows the date of the most recent contact. When you record promised payment details, the promised payment also appears in the Cash Flow window. TIP: The Diary updates to show reminders for promised payment dates. If required, you can also specify a follow-up date, choose the required account status and the required credit position.

4. To save the contact, click Save then click Close.

1. On the navigation bar click Suppliers, click the required supplier account then click Activity.
2. To enter a transaction range, in the Show drop-down click the appropriate range. Alternatively, click Custom Range and enter your own dates.
3. To close the activity, click Close.

NOTE: The Supplier Defaults settings control the default ageing period. To view these, on the menu bar click Settings then click Supplier Defaults.

1. On the navigation bar click Suppliers, click the required supplier account then click Aged balances.
2. Enter the required dates then click OK.
3. The options in the Aged Balances window are as follows:

   Detailed	Shows the account's detailed aged balances.
   Print List	Prints the list of aged balances.
   To Excel	Sends the list of aged balances to excel.
   Graph tab	Shows the aged balances in a graphical format.

4. To close the Aged Balances window, click Close.

1. On the navigation bar click Suppliers, then click Disputes.
2. In the A/C* drop-down, click the required supplier's account reference.
3. To flag a transaction as disputed, click the transaction, click Dispute, choose the dispute reason then click OK.
4. To remove the disputed status from a transaction, click the transaction then click Dispute.
5. To save the changes, click Save then click Close.

TIP: To amend a dispute reason name, on the menu bar click Settings, click Configuration then click the Dispute Reasons tab.

NOTE: If you use the VAT Cash Accounting scheme or your supplier uses a foreign currency, don't use the steps below. Instead, you must write off debts manually.

1. On the navigation bar click Suppliers, then click Write offs & returns.
2. Click the type of write-off you want to do.
3. In the Select Account* drop-down, click the required supplier account, then click Next.
4. Click the transactions that you want to write off, if required choose a bank account then click Next.
5. To write off the selected transactions, follow the on-screen prompts.

1. On the navigation bar click Suppliers, then click Suggest payments.  CAUTION: Subcontractor records won't appear in the suggested payments window for any transactions, even if not CIS-related.
2. Complete the Suggest Payments window as follows:

   Funds for Payment	Enter the amount available to pay the suppliers.
   Bank A/C	From this drop-down list, choose the bank you want to make the payment from.

3. If required, to hide suppliers paid by Direct Debit or standing order, click the Exclude suppliers paid by direct debit / standing order check box.
4. Click Suggest.

   The available funds allocate to the suppliers in the following order:

   • Priority suppliers are allocated payment first. Funds allocate to the highest overdue balance first then to the next highest overdue balance and so on

   NOTE: The date used to determine the overdue balance is the due date on the transaction.

5. To make the suggested payments, click Make Payment.
6. To close the Suggest Payments window, click Close.