Overview of Supplier Statements & Sales Ledger Module

The Sales Ledger and Supplier Statement module in Acxite makes it easier to manage your records without dealing with manual data entry. You can upload your supplier statements or sales ledgers, and Acxite will extract the transactions for you. Once the data is processed, it appears in a clear digital grid where you can review and work with each transaction. From here, you can create purchase or sales invoices, record credit notes, or link transactions to documents that already exist in your account. Everything stays connected and organised in one place, giving you a straightforward way to keep your ledgers accurate and up to date.

Prerequisites

Before you can process statements, you need to ensure the following requirements are met for your business in Acxite:

• You must have an active business set up in your Acxite account.

• The appropriate module (‘Supplier Statement’ for purchases or ‘Sales Ledger’ for sales) must be enabled for that business.

Understand the Supplier Statement and Sales Ledger Modules

Acxite contains various modules for handling different types of documents. While the features and steps described in this guide are identical for both, they serve different purposes based on the type of transaction you need to record.

The key difference lies in what they are used for:

• Supplier Statement Module: Use this for statements you receive from your suppliers. It is designed to help you record your business purchases. Transactions processed through this module will be created as purchase invoices or purchase credit notes in your Acxite ledger.

• Sales Ledger Module: Use this for your own sales ledgers or statements you send to customers. It is designed to help you record your business revenue. Transactions processed through this module will be created as sales invoices or sales credit notes in your Acxite ledger.

This guide will use the ‘Supplier Statement’ module for all examples, but you can follow the same steps when using the ‘Sales Ledger’ module.

Enable the Supplier Statement or Sales Ledger Module

You can enable these modules either when you first add a new business to Acxite or at any time for an existing business by following the steps below.

Step 1 – Navigate to the Business Configuration page from the business menu.

Step 2 – Click the Module Settings option.

Step 3 – Click the Enable Modules button on the top right of the page.

Step 4 – Locate the Supplier Statement or Sales Ledger in the list of available modules.

Step 5 – Tick the checkbox next to the module name.

Step 6 – Click the Enable button at the top right of the page.

The selected module should be enabled and can be accessed from the business navigation menu.

Overview of the Supplier Statement and Sales Ledger Pages

After you have enabled the module, you can access the Supplier Statements page from the main business navigation menu. This page acts as your central dashboard, providing a summary of all the statements you have uploaded.

On this page, each row represents a single document and displays key information such as:

• Action: A set of action buttons allowing you to view, edit, or manage the document.

• Doc ID: A unique identification number assigned by Acxite.

• Status: Shows the current state of the document (e.g., ‘Processing’, ‘Processed’, ‘Reconciled’).

• File Name: The original name of the file you uploaded.

• Contact Name: The supplier’s name, as extracted from the statement.

• Start Date & End Date: The period covered by the statement.

• Statement Balances: Includes the Opening Balance, Total Payables, Total Payments & Returns, and Closing Balance.

From this page, you can use the Upload button in the top-right corner to add new statement files.

Understand the Statement’s Detailed View

Once a document’s status is ‘Processed’, you can click the view icon in the ‘Action’ column to open the statement detail view. This is where you will review the extracted data and create transactions.

This screen is divided into three main parts:

• Header Information: At the top, you will find the overall details of the statement, including the Contact Name, Document Number, statement period (Start Date and End Date), and a summary of balances.

• Transaction Grid: This is the central part of the screen, where each line from your statement is displayed as a separate row. It includes columns for Date, Description, Payables, and Payment/Return. Most importantly, the Action column contains the buttons you can use to create new documents or link these transactions.

• Document Viewer: On the right-hand side, you will see a preview of your original uploaded document. You can scroll through it to compare the extracted data in the grid with the source file, ensuring everything is accurate before processing.

How Acxite Standardise Transactions From Your Supplier Statements and Sales Ledger

A key feature of the supplier statement module is how Acxite processes your data. Instead of simply copying the grid as it appears on your PDF, Acxite extracts the information and organises it into a standardised format. This ensures that, regardless of the differences in each supplier’s statement layout, the data you work with inside Acxite is always clean and consistent.

The transaction grid will always display the following standardised columns:

• Date: The date of the transaction.

• Document Number: The invoice, reference, or transaction number for the line item.

• Description: Any available details describing the transaction. If there are multiple columns for details, they will be concatenated using ” | ” as a separator.

• Payables: Amounts for new invoices or charges from the supplier.

• Payment & Return: Amounts for payments you have made or credits you have received.

• Balance: The running balance that is calculated after each transaction.

This standardised approach offers two significant advantages:

• Consistent Data Format: You can review and manage transactions from all your suppliers in one uniform way, which makes reconciliation faster and less prone to error.

• Combined Data Download: Because the data is standardised, Acxite can ‘stitch together’ the transactions from multiple statements. This allows you to select several processed statements on the main Supplier Statements page and click the Download button. You will receive a single, consolidated Excel file containing all the individual transactions from the selected statements, which is ideal for comprehensive analysis or reporting.

Create or Link Documents From the Transaction Grid

Once your data is extracted, your next step is to process each transaction line by either creating a new document or linking it to an existing one. Acxite automatically links transactions extracted from a supplier statement or sales ledger to existing purchase or sales documents based on the document number. For any lines that are not linked automatically, or for new transactions, you can use the options below.

Option 1 – Link to an Existing Document

Use this option when you have already uploaded the invoice for a specific transaction and want to link it to the corresponding line on the statement.

Step 1 – Locate the transaction line you want to link.

Step 2 – Click the Add Link icon (the chain link symbol) in the ‘Action’ column.

Step 3 – A search window will appear, allowing you to find the existing document. You can search by Invoice Number, Line Description, Category, Payment Method or VAT Rate.

Step 4 – Select the document by clicking the Add Link icon (represented by a chain link symbol).

The extracted transaction will be linked to the purchase document.

Option 2 – Create a Purchase or Sales Document Individually or Each Transaction

Use this option to record a single transaction line as a new document, such as a purchase invoice or credit note, when it does not already exist in your Acxite account.

Step 1 – Locate the transaction line you want to record.

Step 2 – Click the Create Document icon (represented by a plus symbol) in the ‘Action’ column.

Step 3 – Most fields, such as the date and amount, will be pre-filled with data from the grid. You must assign the Category and VAT Rate for the new document.

Step 4 – If you want to record the document as a credit note, update the “Record As” field accordingly.

Step 5 – Click the Create Document button to finalise.

A new purchase or sales document will be created and automatically linked to the transaction line, populating your financial reports in real-time.

Option 3 – Create Multiple Documents in Bulk From Selected Transactions with Sorting and Filtering

This is the most efficient method for processing long statements with many similar items. By first utilising the grid’s sorting and filtering tools, you can create documents for multiple transactions simultaneously.

Part A – Prepare Your Grid for Bulk Creation

Step 1 – Filter your data: Use Acxite’s Excel-like filter icons for each column to get similar transactions you want. For example, type a specific keyword in the description for all payables transactions.

Step 2 – Sort your data: Click on any column header to group similar items together, making them easy to select.

Part B – Create Documents for the Selected Transactions

Step 3 – Once your grid is organised, select the checkboxes for all the transaction lines you want to process together.

Step 4 – Click the Bulk Create button that appears at the top-right of the page.

Step 5 – In the pop-up form, select the Category Name and VAT Rate that will apply to all the selected transactions.

Step 6 – Click the Create button.

The system will generate a separate purchase or sales document for each selected line, automatically updating your ledger and financial reports within Acxite.

Convert Supplier Statement Data to Excel

Acxite allows you to easily convert your PDF supplier statements or handwritten sales ledgers to Excel. This feature is useful for performing offline analysis, creating custom reports, or sharing transaction data with colleagues.

Because Acxite organises all your data into a standardised format, you can download a clean, consistent, and easy-to-use Excel file.

Option 1 – Download Data for an Individual Supplier Statement

If you need an Excel file containing all the transactions from just one specific statement, you can download it directly from the main Supplier Statements page.

Step 1 – Navigate to the Supplier Statements page from the business menu.

Step 2 – Locate the statement you wish to download.

Step 3 – Click the green document icon to open the details page.

Step 4 – Click the Download button at the top right of the page.

An Excel file containing all the standardised transaction lines from that statement will be downloaded.

Option 2 – Download Data for Multiple Supplier Statements and Sales Ledgers

For a more comprehensive analysis, you can combine the transaction data from several statements into a single, consolidated Excel file.

Step 1 – Navigate to the Supplier Statements page from the business menu.

Step 2 – Select the checkboxes for all the statements you want to include in your download.

Step 3 – Click the “Download ” button located at the top right of the page.

Acxite will ‘stitch together’ the data from all selected documents and provide a single Excel file for you to download, with all transactions organised in a standardised format.

Mark Statements as Reconciled to Clean Your Workspace

Once you have processed all the individual transaction lines within a statement by either creating or linking them to documents, you can perform the final step: marking the statement as reconciled.

This action changes the document’s status to ‘Reconciled’ and effectively ‘parks’ it. This helps you to keep your workspace clean and allows you to easily filter your view to focus only on statements that still require your attention.

Step 1 – Navigate to the Supplier Statements page from the business menu.

Step 2 – Ensure all transactions for the statement(s) you wish to reconcile have been fully processed.

Step 3 – Select the checkbox for one or more completed statements.

Step 4 – Click the Reconcile button, located at the top right of the page.

The status of the selected documents will update to ‘Reconciled’, confirming that they are complete and removing them from your active workflow.

Frequently Asked Questions

Related articles

• Overview of the Purchases Module

• Overview of the Sales Module