Contacts - Supplier Statement "Detailed Ledger" (Running Balance Statement)
We need a new report for suppliers that functions as a true detailed ledger with a running balance.
The Problem: When we need to reconcile an account with a supplier, there is no single, clean report that shows a simple chronological history of all bills and payments. We can run a "Supplier Transaction Report," but it's often not in a simple, statement-style format that's easy to read or send to the supplier.
We need the Accounts Payable equivalent of the "Detailed Ledger" statement that is also needed for customers.
The Request (Solution): Please create a new report, "Supplier Detailed Ledger," that:
Lists all transactions chronologically (Bills, Supplier Credits, and Payments Made).
Shows payments we have made as their own individual line items (e.g., "Jan 20: Payment Made - R2,500").
Maintains a "Running Balance" column that shows the amount we owe after each transaction.
This report is essential for internal AP reconciliation and for resolving account discrepancies with suppliers. It provides a clear, simple, and auditable trail of all activity in one place. This is a standard and necessary report that many competitors offer, and its absence in Xero creates manual work in Excel.
Thank you.
Jasmine Bradley
shared this idea
Hi Jasmine, thanks for sharing this idea with us. We can see why this would be helpful for some users. Currently, Xero offers the Supplier bill activity report and the contacts Activity statement. While this information is available on the account transaction report,it is not available in a Statement format. We've moved this idea to Gaining support so that other users who want this idea implemented can vote for it as well. You may share this idea with your colleagues to get more traction!
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Andy Evans
commented
I'm also desperate for this functionality as there is no ability currently to produce a supplier statement that show bills, credit notes, payments and a running balance that can be used to argue for example where a supplier has incorrectly allocated payments received. I am amazed that it's still not been implemented. There was a thread running on the old Xero Community site back in 2021 called "Statements: Supplier Activity Statement" which I voted for and contributed to the discussion on back then and looking back at emails now from the thread I can see it had already been running for over 10 years at the time!! This was one of the most active threads at the time with hundreds of people asking for the functionality to be added.
I've found an old email with the last comment from Xero on the old thread (dated 27 October 2021) which was as follows:
Emily H (Community Manager) responded to the discussion
Statements: Supplier Activity Statement
Thanks for your continued insights on this, everyone. It's clear to see you're really passionate about this idea, however please do remember your peers in the conversation here and stay on topic.
As you're aware, right now there isn't a supplier statement function in Xero. Reading your thoughts here, we understand that you'd find this feature useful but to set some expectations, this isn't on the development radar currently (October 2021).
I appreciate this update will be disappointing to hear for some, especially for those that've been following this thread for awhile. To be open however, the date an idea was first started doesn’t reflect if, or when it’ll be developed - there's a lot more factors that weigh into this decision.
Right now we're working on some big things 'under the hood'. We're strengthening the foundation of our software, so that we can continue to support our users, and build out new features that weren't previously possible in future. You can read more on this here.
For now, there's a couple report options that could be made use of, and exported from Xero to share externally:
- Contact transactions - Payables report, which shows you all payable transactions and their payments (bills, credit notes, overpayments and prepayments) from a particular supplier over a given period - It's worth noting that we made a recent enhancement, so the drill down will now be available even if all transactions for the period have been paid. This report shows similar information as an “activity type” statement.
- Payable Invoice summary or detail reports - to view a summary or line-by-line details of bills, credit notes, overpayments and prepayments in a given period. This report can be filtered by contact, source and other fields to only show the transactions you'd like. Filter by Balance can be used as a way to only show transactions with a non-zero balance, in order to show similar information to an “outstanding type” statement.We'll continue to keep you updated if there's changes in this space. 🙂