Overdue Vendor Payments
This section describes the fields and actions on the Overdue Vendor Payments workspace, as well as instructions on how to generate the report.
Quick Links: Selection Criteria | Generate Report | Report Fields | Limitations | Admin Setup
Overview
The India Overdue Vendor Payments report is used by companies who get supplies of goods or services from micro and small enterprises, and whose payments to micro and small enterprise suppliers exceed 45 days from the date of deemed acceptance of the goods or services. The report contains a half-yearly return stating the amount and the details of all outstanding payments due. This report is also known as the Micro Small and Medium Enterprises (MSME) Report in India.
"Specified Companies", as per section 405 of The Companies Act, 2013), must submit a half-yearly return to the Ministry of Corporate Affairs stating the following:
- The amount of payment due;
- The reasons of the delay;
- In addition, showing:
- All invoices for which payment was made beyond 45 days on the date of filing the returns; and
- All invoices for which payment has not been made within 45 days of the invoice date.
This report is used for statistical reasons and the Indian Government uses these details including the payments to ascertain how these smaller businesses are doing financially.
The purpose of the Overdue Vendor Payment report is to give an overview of vendor invoices that were paid beyond a specific number of days. India's tax authority uses a 45-day limit for invoices. However, the functionality in Maconomy allows for a dynamic number of days so that the user can input a value to base the report on. This input value acts as a parameter in calculating which invoices should in the report. By allowing for this flexibility, users can manually select the date range for their reports.
For the information to be captured in the half-yearly returns, details of all invoices for which payments were made beyond 45 days are to be reported in the returns. The fact that the payment was made before filing the return should not change the reporting requirement. To summarize, the following are to be reported in half yearly returns:
- All invoices for which payment was made beyond 45 days on the date of filing the returns; and
- All invoices for which payment has not been made within 45 days of the invoice date.
Additionally, this report shows if the invoices are open or have been closed.
Report Workspace
Navigation
To open the report workspace, select Reporting » Country Reports » India » Overdue Vendor Payments.
Or, go to Reporting » BI Launch Pad and click Open BI Launch Pad. The report is located on the Business Performance Management » Reporting » India folder.
Selection Criteria
| Field | Description | Mandatory |
|---|---|---|
| Currency Type |
Select a currency type from the drop-down list. Available options are:
|
Yes |
| Include Inactive Vendors | Select this check box to include inactive vendors in the list. | Yes |
| Number of Days | This field states the number of days (for example, 45 days) that should be used in the filter. The default value is 45. | Yes |
| From Date | Use this field to filter off the vendor entries. Only vendor entries having an Invoice Date equal to or after this date will be included. | Yes |
| To Date | Use this field to filter off the vendor entries. Only vendor entries having an Invoice Date before the number of days answered in the Number of Days prompt. | Yes |
| Vendor No. | Use this field to search or enter a vendor number as needed. | No |
| Vendor Group | Use this drop-down to restrict to specific vendor groups. Multiple valued. | No |
| Transaction Type | Use this text field to enter a value or text related to the type of transaction. | No |
| Country | Use this drop-down to include only vendors from the countries stated by the user. Multiple valued. | No |
| Currency | Use this drop-down to indicate the currency that should be used in the report (EUR, USD, DKK, NOK, SEK, GBP). | No |
| Segment | This field restricts to a specific vendor segment. Multiple valued. | No |
| Area | This field restricts to a specific vendor area. | No |
Dimensions
| Field | Description | |
|---|---|---|
| Project Name | Use this field to search for or enter a project name to filter by. | No |
| Company No. | Use this field to search for or enter a company number. | No |
| Transaction No. | Use this text field to enter a transaction number. | No |
| Location Name | Use this field to search for or enter a location to filter by. | No |
| Entity Name | Use this field to search for or enter an entity to filter by. | No |
| Purpose Name | Use this field to search for or enter a purpose name to filter by. | No |
| Spec. 1 - 10 | Use these fields to enter other specs as needed. | No |
| Local Spec. 1 - 10 | Use these fields to enter other local specs as needed. | No |
Generate the Report
Export the Report
To generate the report:
- Go to Reporting » Country Reports » India » Overdue Vendor Payments.
- Enter the selection criteria for running the report.
- Click
Run. The screen refreshes and displays the generated report.
To keep a copy, click the Download icon. In the dialog box, specify the parameters for the export file (file type, reports and options), then click Export.
Not applicable for this report.
Report Description
Export Fields and Descriptions
The report consists of three sorts of information:
- Invoice tracking information
- Data such as vendor number, tax number, invoice number and date values
- Late payment amounts
- Amounts paid late (For example, more than 45 days after the due date).
Note: The user can choose a value other than 45.
- Amounts paid late (For example, more than 45 days after the due date).
- Amounts not yet paid
- Amounts not yet paid after x days (For example, 45 days) after the due date.
Example Scenarios
The following are example scenarios. Although the user can decide the number of days to use for the report, we will assume 45 days for the sake of simplicity.
A vendor invoice is registered with an invoice date September 2. 2019. 46 days after (October 18. 2019) the invoice has not been paid yet (reconciled). The invoice should then appear in the report because it is still outstanding after 45 days from the due date.
Below are listed the combinations that are possible, and for each state, whether the amount should appear in the report or not. We also state whether the amount should display as paid late or outstanding. If it is paid late, it is because the amount has been paid but not until after the 45 day limit. If it is outstanding, it is because the amount has not yet been paid after 45 days.
These are important to keep in mind when using the report because there can be some complex scenarios.
In general, when we say "after ... days", we will understand this as the given number of days after the due date. "not appear," means that the invoice should not appear in the report.
Example Scenarios
| Scenario | Late Payment | Outstanding |
|---|---|---|
| Invoice paid 30 days after due date | not appear | not appear |
| Invoice paid 45 days after due date | not appear | not appear |
| Invoice of $1000 paid 46 days after due date | $1000 | 0 |
| Invoice unpaid 30 days after due date | not appear | not appear |
| Invoice unpaid 45 days after due date | not appear | not appear |
| Invoice of $1000 unpaid 46 days after due date | 0 | $1000 |
| Invoice of $1000 where 600 is paid 30 days after due date and 400 is outstanding 30 days after due date | not appear | not appear |
| Invoice of $1000 where 600 is paid 30 days after due date and 400 is outstanding 45 days after due date | not appear | not appear |
| Invoice of $1000 where 600 is paid 30 days after due date and 400 is outstanding 46 days after due date | 0 | 400 |
| Invoice of $1000 where 600 is paid 46 days after due date and 400 is outstanding 46 days after due date | 600 | 400 |
Reporting Date
When reporting the data to the authorities, the notion of a Reporting Date is used. The reporting date is the To Date prompt in the report. In order to prevent including all invoices that were historically paid late, a lower bound is also provided in terms of a From Date prompt. This way, all payments or lack of payments within that date interval are considered.
Table Columns
| Main Header | Sub Header | Description |
|---|---|---|
| Currency | Displays the currency used for the report. | |
| Company | No. & Name | This column displays the number and name for the current company. |
| Vendor | No. & Name | This column displays the number and name for the current vendor. |
| Tax | No. | Vendor tax number |
| Invoice | No. | Invoice number of the vendor invoice |
| Transaction No. | Transaction number of the vendor entry | |
| Journal No. | Journal number of the vendor invoice journal | |
| Entry Text | Entry text of the vendor payment | |
| Dates | Invoice | Shows the invoice date of the specific invoice number |
| Entry | Shows the entry date of the specific invoice number | |
| Due | Shows the due date of the specific invoice number | |
| Area | Area of the vendor | |
| Segment | Segment of the vendor | |
| Vendor | Invoice Type | Shows whether it is vendor invoice or a credit memo |
| Invoiced | Unpaid balance as of end date of selection criterion | |
| Overdue Payment | Paid | The column shows the total of the amounts that were paid at the time of the
To Date , but which were paid more than the number of days stated by the
Number of Days prompt after due date.
Example : If an invoice had a due date March 1st and the payment was not done until April 16th, the amount should show as it is 46 days after due date - provided that the From Date / To Date interval spans to include the payment and reconciliation date. If the payment was done April 15th, the amount should not show. |
| Unpaid | The column shows the total of the amounts that are still to be paid at the time of the
To Date , and which is overdue with more the number of days stated by the
Number of Days prompt after due date.
Example : If an invoice had due date March 1st and the To Date is April 16th, the amount unpaid should be displayed. If To Date was April 15th, the amount should not be displayed as it is not more than 45 days from due date. |
|
| Open/Closed | This column states whether the invoice has been paid or not. | |
| No. of days | All invoices for which payment has not been made within (based on the user input of number of days) days of the due date | Shows the number of days a vendor invoice was paid later than due date based on the selection criterion parameter number of days. In addition, this field shows in days invoices not paid yet based on the parameter selection criterion number of days after the invoice date.
Example: If the user input 30 days. The sub-header should look like this "All invoices for which payment has not been made within 30 days of the due date" |
Limitations
None reported.
Admin Setup
Maconomy Setup
Not applicable for this report.
External Setup
Not applicable for this report.