AlTijara · Kuwait

How to track supplier invoices and outstanding balances

A supplier balance is only useful when every invoice, return and payment can be explained. Use one supplier record consistently and keep the source documents beside the transaction records.

By the AlTijara team · Updated 25 October 2026

1. Use one record for each supplier

Keep the supplier name, contact and agreed payment terms consistent. Search before creating another account for the same business. Capture the supplier invoice number and invoice date so duplicate entries can be spotted.

2. Match the order, receipt and invoice

Check ordered quantities against accepted goods and the invoice. Confirm unit versus carton quantities, cost, discounts and delivery differences. With a partial delivery, record what actually arrived and follow up on the rest. Resolve disputed charges before scheduling payment.

3. Record due dates and disputed items

Use the agreed terms to establish the due date; do not silently reset an overdue invoice when entering it late. Review amounts due this week, later and overdue. Keep a separate note of disputed amounts and confirm the settlement plan with the supplier.

4. Follow each return through to its credit

Record the products and quantities returned and keep the supplier acknowledgement. Follow up until the supplier issues or agrees the credit. Do not assume handing back goods has automatically reduced the invoice. Match the credit to the relevant account and document.

5. Allocate payments and compare statements

Record each payment with its date, method and reference, and match it to the invoices it settles through the supported workflow. Compare your supplier ledger with the supplier statement regularly. Check opening balances, missing invoices, unallocated payments and credits before accepting the total.

6. Explain the closing balance

Opening payable + purchases − supplier credits − payments = closing payable. For example, 100 KWD opening + 250 KWD purchases − 20 KWD agreed credits − 200 KWD paid = 130 KWD outstanding. Review exceptions weekly and restrict payment and balance-adjustment permissions to authorized staff.

Questions about this workflow

Does returning goods automatically settle the invoice?

No. Keep evidence of the return and confirm the supplier credit and its treatment in your records.

How often should I compare supplier statements?

Review upcoming dues weekly and reconcile statements regularly, especially before a large payment or when a supplier disputes the balance.

Discuss your store setup

Contact the team to confirm the appropriate setup and current subscription price.

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