Vendor Statements, Credits & Payment Transactions Guide

How to review vendor balances, see available and applied credits, and track payment history in QBM.

Purchasing & Vendors Accounts Payable End-User Guide

Overview

QBM provides separate screens for vendor balance review, vendor credits, and payment history. Together, they help you manage what you owe vendors and how that balance changes over time.

Vendor Statement

Tab Path: Vendors > Vendor Statement
  1. Select the vendor and the statement period.
  2. Enter the statement date used for the report.
  3. Choose whether the statement should be detailed or summarized.
  4. Review month-wise aging or other available views when a balance analysis is needed.
  5. Print or save the statement as part of vendor review or reconciliation.
  • Use Detailed when transaction-level review is needed.
  • Use Month-Wise when aging analysis matters.
  • Use Zero Transactions view only when you intentionally want to include vendors without activity.

Vendor Credit List

Tab Path: Vendors > Vendor Credit List

This screen shows vendor credits in two practical views.

Tab What It Shows
Used Credits Credits currently available or already recorded for the vendor, depending on your selection and status.
Applied Credits Where vendor credits have already been used against bills or payable balances.
Tip: Review the credit list before paying a vendor so you do not overlook credits that should reduce what you owe.

Vendor Payment Transactions

Tab Path: Vendors > Vendor Payment Transaction List
  1. Select the vendor and date range.
  2. Click Go to load the payment history.
  3. Review the transaction list to see what has already been paid, when, and for how much.
  4. Open the specific transaction when you need supporting detail.

This screen is most useful when a vendor asks for payment proof, when accounts payable needs to review payment activity, or when reconciling vendor balances.

Which Screen To Use

If You Need To... Use
Review what you owe a vendor and how old the balance is Vendor Statement
Check whether vendor credits exist and whether they were applied Vendor Credit List
Review actual vendor payment history Vendor Payment Transaction List

Best Practice

  • Review credits before creating new vendor payments.
  • Use statements for balance review and payment transactions for proof of payment.
  • Keep vendor payment references clear so history is easy to follow later.
  • Use detailed statements during disputes or supplier reconciliation work.