Read the Supplier Ledger

The Supplier Ledger combines posted supplier bills, recorded payments and purchase-return debit notes into an operational running balance.

Permission required

Owners have full access. Managers and staff need Supplier Ledger access and access to the selected locations. Supplier balances and references are restricted business data.

Review a statement

Open Procurement → Supplier Ledger.

Reconcile supplier activity

1. Select a Supplier for a focused statement, or keep all suppliers for the summary.
2. Select a Location when reconciling one branch.
3. Choose the From and To dates or a quick period.
4. Filter Transaction by Bills, Payments or Debit Notes, or keep all entries.
5. Search by the available supplier or reference text and choose Oldest First when following the running balance from its beginning.
6. Review Outstanding, Overdue, Payments and Debit Notes.
7. Read each row’s date, type, reference, location, description, ITC/GST, debit, credit and running balance.
8. Use View Bill or View Return to inspect the source record behind a difference.

In the statement, supplier bills increase the amount payable, while recorded payments and debit notes reduce it. A positive running amount means your business owes the supplier in the selected scope.

Investigate a mismatch

• Extend the date range to include the opening transaction.
• Remove the location filter to check whether the transaction belongs to another accessible branch.
• Compare vendor bill numbers and payment references with external evidence.
• Open the purchase return when a debit note is unexpected.
• Check whether a bill is reversed or a return is cancelled.
• Record a missing real-world payment from its supplier bill; do not add a balancing figure directly to the ledger.

Important information

The Supplier Ledger is an operational record in Yepsta, not a bank statement or a substitute for professional accounting reconciliation. It records payment events; it does not initiate them.

Tip

When sharing a reconciliation, export or capture only the required date and supplier scope and redact GSTIN, contact details, purchase costs and payment references.

Related guides

• Manage Suppliers
• Record Purchases and Pay Supplier Bills
• Record Purchase Returns and Debit Notes
• Track Outstanding Customer and Supplier Balances

Last reviewed: 12 July 2026