# Supplier Settlements report: debts and advances for purchases

URL: https://bimpsoft.com/en/help/reports/supplier-settlements-report/
Updated: 2026-11-06

> The Supplier Settlements report shows, for each supplier and contract, the opening balance, the value of purchases received, the amount of payments and the closing balance. A positive balance is your debt, a negative one is your advance. Open "Reports → Supplier Settlements", enter a period and click "Generate report".

## What the report is for

The Supplier Settlements report shows the chronology and state of settlements with those you buy goods, raw materials and services from. It shows how much you owe suppliers (accounts payable) and which advances have already been paid but the goods for them have not yet arrived.

The report helps you avoid overdue payments and plan cash flows. If a counterparty is also your customer, see the [combined counterparties report](https://bimpsoft.com/en/help/reports/settlements-report/). General report mechanics are described in [Reports in Bimp](https://bimpsoft.com/en/help/reports/reports-overview/).

## How to run it

To get the report, enter a period and generate it.

1. Open **Reports → Supplier Settlements**.
2. Open the left **Filters** panel and enter the "Period": a month, quarter or year.
3. If needed, select "Supplier", "Contract", "Currency" or other filters.
4. Set "Group by" and "Detail by".
5. Click **Generate report**.

After you change filters, click **Generate report**, otherwise the table will not refresh.

## Indicators

The table is hierarchical: supplier, contract, documents.

| Column | What it means |
|---|---|
| "Suppliers / Contracts" | Counterparties; when expanded, contracts and orders |
| "Opening balance" | The state of settlements at the start of the period |
| "Purchases" | The value of goods, materials and services you received (posted) from the supplier during the period |
| "Paid" | The amount you transferred to the supplier through the bank or cash register |
| "Closing balance" | Positive: your debt to the supplier; negative: your advance, for which the supplier has not yet shipped |

In the "Total" row, amounts are split by currency (UAH/USD/EUR).

![Supplier Settlements report for 01.05.2026 – 29.06.2026: suppliers Nova Poshta (closing balance 9,900 UAH), Customs (−5,000 UAH), Shenzhen Flight Systems (10,690 USD) and others; columns "Opening balance", "Purchases", "Paid", "Closing balance"; the "Total" row shows UAH/USD/EUR](https://bimpsoft.com/help/_img/fe41ee43-36e4-47a6-9df2-36df158eb936.webp)

## Filters and grouping

Filters limit the selection, and grouping changes the table levels.

| Element | Value |
|---|---|
| "Period" | The time limits of the analysis |
| "Currency" | Only contracts in the selected currency |
| "Supplier", "Contract" | One partner or one deal for reconciliation |
| Additional analytics | "Lines of business", "Projects", "Order", Sales of goods and services documents, "Form of payment" |
| "Show closed debts" | All movements for the supplier, not only the current debt (off by default) |
| "Group by" | "Suppliers" (default), "Parent counterparties", "Currencies", "Responsible managers", "Form of payment", "Organizations" |
| "Detail by" | "Contracts", "Documents", "Currencies", "Responsible managers", "Form of payment", "Order invoices" |
| "Show third level: Documents" | Shows Purchase of goods and services and [Supplier payment](https://bimpsoft.com/en/help/purchasing/supplier-payment/) documents, and certificates |
| "Management accounting currency" | Converts purchases and payments to the base currency |
| "Search" above the table | Finds a supplier, for example "Customs", without changing amounts |

## Example of use

A purchasing manager needs to find out in a few minutes what to settle by the end of the week.

- "Nova Poshta": opening balance 9,400.00 UAH plus purchases of 500.00 UAH, no payments, closing balance 9,900.00 UAH: this is your debt.
- "Customs": closing balance −5,000.00 UAH: you paid in advance, and this is your advance.
- "Shenzhen Flight Systems (China)": 10,690.00 USD of debt in dollars; in the "Total" row this amount is not mixed with hryvnia amounts.

## Why the numbers do not match

**A supplier has disappeared from the report.** The debt is closed: by default only the current debt is visible. Turn on "Show closed debts".

**The amount in the combined counterparties report has the opposite sign.** In the combined report, the balance for a supplier may be shown with a minus when you owe them.

**The purchases amount does not match the receipts.** The "Purchases" column includes only posted [Goods receipt](https://bimpsoft.com/en/help/purchasing/goods-receipt/) documents. For quantity-based order fulfillment, see the [Receipts by Supplier analysis report](https://bimpsoft.com/en/help/reports/receipts-by-supplier-report/).

**The "Search" filter changed the amount.** Search only hides rows, and the amounts for a counterparty stay unchanged.

## FAQ

**What does a negative closing balance mean in the supplier report?**

A negative value is your prepayment (advance) to the supplier, for which they have not yet shipped goods. A positive value is accounts payable: you received the goods but have not paid yet.

**Why does the “Total” row show several currencies instead of one amount?**

The report does not mix currencies: totals are shown separately for UAH, USD and EUR. To see a single total, turn on “Management accounting currency”.

**Does the search above the table change the amount for a supplier?**

No. The “Search” line only filters the rows on the screen. The amount for the counterparty stays unchanged.