Recording Supplier Transactions
What are Supplier Transactions?
Supplier transactions are those transactions made with suppliers, both purchases made from them and payments made to them.
![rst 1.2](https://seeaccountingnow.online/wp-content/uploads/2021/04/rst-1.2.jpg)
How it Works
With credit purchases, the business buys goods or services now.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst2.jpg)
Then they pay for those goods or services later.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst3.jpg)
Had the purchases been cash purchases, they would have paid cash for the purchases immediately.
![rst4](https://seeaccountingnow.online/wp-content/uploads/2021/06/rst4.jpg)
However, with credit purchases, the goods or services are provided on credit from the supplier.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst5.jpg)
Recording Supplier Transactions
To record a credit purchase, you credit the supplier’s account.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst6.jpg)
This shows a value of goods or services came from the supplier.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst7.jpg)
After that, you debit the relevant expense account.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst8.jpg)
This shows where the goods or services were used.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst9.jpg)
Later, the business will pay some or all of what they owe.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst10.jpg)
When this happens, the business sends a payment to the supplier.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst11.jpg)
To record this transaction, you credit the checking account.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst12.jpg)
This shows money has come from the bank.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst13.jpg)
After that, you debit the supplier’s account.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst14.jpg)
This shows the payment went to that particular supplier.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst15.jpg)
Checking Supplier Transactions
By month-end, a supplier account will contain a record of all transactions made with the supplier
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst16.jpg)
The account will show all purchases made from the supplier.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst17.jpg)
It will show all payments made to the supplier.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst18.jpg)
And it’s balance will show how much money the business still owes to the supplier, as at month-end.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst19.jpg)
At month-end, the supplier will prepare a statement.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst20.jpg)
Once prepared, they send this statement to the business.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst21.jpg)
You check this statement against your own records.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst22.jpg)
If you agree with the supplier’s record of transactions, it shows your records must be correct.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst23.jpg)
Checking the Creditors Control Account
A supplier is known as a creditor.
![rst24](https://seeaccountingnow.online/wp-content/uploads/2021/06/rst24.jpg)
This is because the supplier has offered credit to the business.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst25.jpg)
A business may have many creditors.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst26.jpg)
Each time the business makes a transaction with a supplier, it records the transaction in the supplier’s account.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst27.jpg)
At the same time, it updates the creditors control account.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst28.jpg)
This way, the creditors control account contains a record of every transaction made with every supplier.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst29.jpg)
To check the control account, you don’t check it directly.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst30.jpg)
Instead, you check your records against the supplier’s month-end statement.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst31.jpg)
If your records agree with all supplier statements, then it shows the control account is correct.
![](https://seeaccountingnow.online/wp-content/uploads/2020/04/rst32.jpg)
© R.J. Hickman 2020