Adding General Notes to Purchase Ledger Accounts

Adding notes to purchase ledger accounts is a useful way to store important, account-specific information that may be relevant for future reference. These notes might include supplier communication details, account handling preferences, or reminders about past issues or agreements.

This functionality helps maintain a centralised record of all key information related to a supplier, improving continuity and understanding across teams.

When and Why to Use This

• Documenting account behaviour – e.g. payment terms, recurring invoice discrepancies, or supplier preferences.

• Sharing internal communications – useful for other team members handling the account.

• Leaving reminders or follow-ups – particularly when there’s a delay in resolution or pending actions.

Note: These entries become a permanent part of the supplier’s ledger record, so should only be used for meaningful and factual information.

Steps to Add a Note

1. Navigate to Accounts > Purchase Ledger.

2. Select the relevant supplier account.

3. Click on the Notes tab.

4. Press Add Note.

5. Type your note into the field provided.

6. Review the content for accuracy and appropriateness before saving.

Important Considerations

• Permanence: Once a note is added, it cannot be deleted. Always ensure your note is accurate, clearly written, and relevant to the supplier account.

• Visibility: The note will be visible on the supplier's account to any user with access to that ledger. This ensures transparency and continuity across the team.

• Format and Tone: Use professional, neutral language. Avoid abbreviations, slang, or subjective commentary.