Vendor Statements
Generate, read, and export the vendor statement of account. The reconciliation document.
The vendor statement of account is the formal reconciliation document for a vendor relationship. It lists every ledger line that touched the vendor's payable within a period — bills, payment vouchers, debit notes, refunds, opening balances, write-offs and manual journals — with a running balance. You use it internally to verify your AP balance is accurate, and you send it to the vendor to confirm they show the same balance on their side.
Navigate to: Procurement → Vendors → click vendor name → View statement
Generating a Statement
Open the vendor detail page. On the Overview tab click View statement.
Use the period picker — presets, or a custom From / To. The statement shows every line between those dates plus the opening balance carried in. Beginning to Present shows the full history.
The four figures update as soon as the period changes. Check Opening balance, Total Charges, Total Payments and Closing balance before exporting.
Export as CSV or Excel from the Export menu, or click PDF for the formatted statement to send to the vendor.
Period
| Setting | What It Shows |
|---|---|
| Beginning to Present | Full history from the first line ever posted for this vendor. Opening balance = 0. |
| Custom From only | Everything from that date to today. Opening balance is the ledger balance the day before. |
| From and To | Lines within the period. Opening balance at the start; Closing balance at the end. |
| This month / Last month presets | Common for monthly reconciliation. |
| This year | Full-year vendor summary. |
Summary Figures
| Figure | Calculation | What It Means |
|---|---|---|
| Opening balance | The ledger balance as at the day before the period starts | What you owed this vendor before any line in this period. Never a stored field — always derived from the ledger. |
| Total Charges | Sum of the Charges column within the period | New obligations — bills, opening balances and any journal that increased the payable. |
| Total Payments | Sum of the Payments column within the period | Payment vouchers, debit notes, vendor refunds, write-offs — everything that reduced what you owe. |
| Closing balance | Opening balance + Total Charges − Total Payments | What you owe at the end of the period. With the period ending today this is the vendor's Payable figure — by construction, from the same lines. |
Below the figures a breakdown strip counts the lines by type.
Transaction Table
The table lists every line in the period in date order.
| Column | Details |
|---|---|
| Date | Posting date of the line |
| Description | Document number, or "Journal …" for a manual journal, or "Opening balance" |
| Type | Badge: Bill, Payment, Debit Note, Vendor Refund, Opening Balance, Write-off, Journal |
| Charges | Increases what you owe |
| Payments | Decreases what you owe |
| Balance | Running balance after each line |
The table opens with an Opening balance row. The closing balance is the last running balance and the fourth summary figure. Clicking a row opens the document.
Export Options
| Format | Best For |
|---|---|
| Sending to the vendor. Formatted with your company header, the vendor name, the period and the full table. | |
| Excel (.xlsx) | Internal analysis. Summary plus the table in a workbook. |
| CSV | Importing into reconciliation tools or other systems. Raw data with no formatting. |
Sending the Statement to a Vendor
Download the PDF and attach it to an email from your mail client. The statement itself has no send button; anything you email from a document page is logged under the vendor's Communication stage, but the statement PDF is sent outside Trabalance.
Reconciling Against the Vendor's Statement
When the vendor sends you their statement (their record of what you owe them), compare it to yours line by line.
| Discrepancy Type | Likely Cause | Action |
|---|---|---|
| Transaction on their side, not on yours | You received their invoice but did not record a bill yet | Create the missing bill |
| Transaction on your side, not on theirs | Timing — your bill was created from a GRN before their invoice was issued | Wait for their invoice date to catch up, or confirm with the vendor |
| Amounts match but dates differ | You dated the bill differently from their invoice | Investigate which date is correct; correct with Update on the bill if needed. |
| Payment on your side, not on theirs | Payment made but not yet received by the vendor | Confirm the bank transfer reference; send a Payment Advice. |
| Balance differs with no obvious line discrepancy | A debit note on your side not accepted on theirs | Ensure the debit note was communicated to and accepted by the vendor |
Run vendor statement reconciliation monthly for your top vendors by spend. Reconciling once a quarter is too infrequent — discrepancies compound and become harder to trace. Monthly reconciliation keeps the AP ledger clean and vendor relationships professional.
Related
- The page the statement opens from: Vendor detail & aging.
- Where an opening balance on the statement came from: Vendor opening balances.
- Settling what the statement shows outstanding: Matching a payment to bills.
- Sending a single document instead: Sharing a purchase document.