Navigate Vendor Ledger Entries for Purchasing Officer 

Why navigate vendor ledger entries? 

As a purchasing officer, you may need to check invoices and credit memos, make sure vendor payments have been applied correctly, fix any mistakes in postings, raise a credit memo if an invoice was entered wrongly, and confirm that previous invoices are settled before creating new orders. 

How to navigate to vendor ledger entries? 

1. Search for Vendor Ledger Entries on the top right-hand side of the page. Select the related link and the list displays.  
   
2. You’ll see a list of all posted transactions from all vendors with all entry types such as Invoice and Payment. 
    
   Note: You can access vendor specific ledger entries directly from the relevant Vendor Card which shows all posted transactions for that vendor. 
3. The Vendor Ledger Entries list page shows a set of fields. Here’s what they mean: 
   1. Posting Date: The date the transaction was recorded.  
   2. Document Type: This may be an Invoice, Payment, or Credit Memo.  
   3. Document No: Wiise creates the document number when posted.  
   4. Vendor No: The vendor that is associated with the entry.  
   5. External Document No: The vendor's invoice number as reference 
   6. Currency Code: Blank means local currency 
   7. Payment Method Code: Indicates the method used for payment (Bank Transfer, Cheque). 
   8. Open: A checkmark indicates the entry is still open (unpaid or partially paid). 
   9. Remaining Amount: The amount still outstanding on the transaction.  
   10. Tip: You can drill into any entry for more detail, including applied documents. 
       
       Note: You can personalise the view of your screen using personalise from the settings menu.  

How to understand the vendor entry types? 

Each Vendor Ledger Entry has a Document Type that tells you what kind of transaction it is. Here’s a quick guide: 

• Invoice: A posted amount for goods or services received. 
• Credit Memo: Used to reduce the payable amount, often for returns or pricing errors 
• Payment: Outgoing payment made to the vendor 
  
  

What’s next? 

Find out how to raise a purchase credit memo.  

 

Need more help?   

No problem, that's what we're here for. Reach out to support@wiise.com anytime you can't find what you're looking for. 

 

 

 

 

 

 

 

(This part is for Accounts Payable only) 

Navigate vendor ledger entries for Accounts Payable 

 

Overview: 

• Track and manage transactions related to a vendor 

• Understand the vendor ledger entry types 

• Troubleshoot common issues 

 

Why navigate to vendor ledger entries? 

Vendor Ledger Entries allow you to track all posted transactions, such as invoices, payments, and credit memos related to your vendors. They also help you identify which payments have been applied to vendor invoices and make it easier to search for any incorrectly posted purchase invoices. 

 

How to navigate to vendor ledger entries? 

1. Search for Vendor Ledger Entries on the top right-hand side of the page. Select the related link and the list displays.  

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1. You’ll see a list of all posted transactions from all vendors with all entry types.  

1. Note: You can access vendor specific ledger entries directly from the relevant Vendor Card which shows all posted transactions for that vendor. 

1. The Vendor Ledger Entries list page shows a set of fields. Here’s what they mean: 

1. Posting Date: The transaction date 

1. Document Type: Can consist of Invoice, Credit Memo, Payment, Refund, Reminder, Finance Charge Memo or Blank. 

1. Document No: Wiise creates the document number based on the no.series that is defined. 

1. Vendor No: This is the vendor that the ledger entry is linked to. 

1. External Document No: Available from vendor reference as their vendor invoice 

1. Currency Code: If this field is blank, then it is in local currency.  

1. Payment Method Code: Indicates the method used for payment (e.g. Bank Transfer, Cheque). 

1. Open: A checkmark indicates the entry is still open (unpaid or partially paid). 

1. Remaining Amount: The amount still outstanding on the entry. 

1. Note: You can drill into a specific ledger entry for more detail, such as applied entries or related documents. 

1. Note: You can personalise the view of your screen using personalise from the settings menu.  

How to understand the vendor entry types? 

Each Vendor Ledger Entry has a Document Type that tells you what kind of transaction it is. Here’s a quick guide: 

• Invoice: A payable amount entered for goods or services received. 

• Credit Memo: A reduction in the amount owed to a vendor, often due to returns or overcharges. 

• Payment: A payment made to the vendor to settle invoices. 

• Refund: A vendor refund received by your company. 

• Reminder: A reminder document issued for the vendor. 

• Finance Charge Memo: A memo indicating interest or charges applied for overdue payments. 

How to troubleshoot common issues? 

1. Incorrectly Posted Invoice (e.g. posted to the wrong vendor):

vle1 

1. Filter the Document Type to Invoice on the Vendor Ledger Entries list. Then, you can locate the incorrect posted invoice.  

1. Note: If you know the incorrect posted invoice reference, search for the Document No related to the posted invoice. 

1. Locate the incorrect posted invoice in the vendor ledger entries.  

1. Review the details in the incorrectly posted invoice.  

1. Raise a Purchase Credit Memo against the incorrect vendor to reverse the entry. Then, repost the invoice to the correct vendor.  

1. Note: If the invoice has been partially or fully paid, you may need to un-apply the payment first before raising the credit. 

 

1. Unmatched Payments: 

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1. Filter the Document Type to Payment on the Vendor Ledger Entries list. Then, you can locate the unmatched payment from the vendor ledger entries.  

1. Use the Applied Entries function to see which invoice(s) it was applied to. 

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1. Note: You cannot use the Applied Entries function to closed entries. If you try to use this function on a closed entry a message displays letting you know that you’re unable to perform the function.  

1. The Apply Vendor Entries page for the vendor displays.  

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1. If the payment was applied to the wrong invoice: 

1. Select Unapply Entries to reverse the application. 

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1. Then, reapply the payment to the correct invoice or leave it unapplied if you’re awaiting clarification. 

1. Note: Cross-check payment details and contact your team or vendor if you need to confirm. 

1. You now know how to navigate vendor ledger entries, identify possible errors and understand the entry types.  

 

What’s next? 

Find out how to receive partial and multiple deliveries against purchase orders. 

 

Need more help?   

No problem, that's what we're here for. Reach out to support@wiise.com anytime you can't find what you're looking for.