Vendor Account Ledger

Q: Can I see all our companies' positions with a vendor at once?

Yes — the entity picker includes an All Entities choice that combines every company's position, converted into your corporate currency; it's the default view when the vendor bills more than one of your entities. Pick a single entity to see that company's own books in its own currency, and use aging for the all-vendors view.

Accounts Payable 7 min read Updated July 2026

"How do we stand with this vendor?" is a question you should be able to answer in one screen — every bill, every payment, every credit, in order, with a running balance. That screen is the Account Ledger: the vendor statement, generated live from your books. This article shows how to read it and what to do with what you find.

Getting there. Open the vendor's Account record (App Launcher → REDA Financials AI → the Accounts tab, or search the vendor by name), then click the Account Ledger action.
Access you'll need. The Account Ledger is a read-only view — any REDA Financials permission set (Accounts Payable v2, Accounts Receivable v2, Accounting Controller v2, Accounting Admin v2, Read Only v2) can open it; what it shows is limited to the records your role can already see.

Opening a vendor’s ledger

Open the vendor’s account record and click the Account Ledger action. The ledger fills the screen — here is Meridian’s position with its janitorial vendor:

The Account Ledger for CityClean Services in REDA Financials AI, labeled Vendor USD, with Back, Refresh and Export PDF buttons. Filters: an entity picker showing Meridian Properties US LLC (USD), From and To date fields with Apply and Clear buttons, and a note 'Amounts in entity currency (USD)'. A collapsible DIMENSIONS panel sits below. Four summary cards: TOTAL OUTSTANDING -$2,200.00, UNAPPLIED PAYMENTS $0.00, UNAPPLIED MEMOS $0.00, NET OUTSTANDING -$2,200.00. The Transaction Detail table (11 transactions) lists dated rows such as 'Janitorial services — June 2026 — Other Operating Expenses' and 'Payment for MPI001017 [CC-INV-11406] — Cash and Cash Equivalents', each with a Reference link (MPI/MCD document numbers), Charges, Payments and a running Balance column.

CityClean Services’ ledger: eleven transactions, month by month — each janitorial bill, each check or transfer, with document links and a running balance. The verdict sits on top: Net Outstanding −$2,200 — one bill unpaid. (A quick scan of the rows finds it: April’s bill never met a payment.)

The four cards on top

Card	What it tells you
Total Outstanding	The open balance across the vendor’s posted bills. Negative means you owe the vendor.
Unapplied Payments	Money you’ve paid that isn’t matched to any bill — deposits, advances, or matching work waiting to be done.
Unapplied Memos	Vendor credit not yet used against bills.
Net Outstanding	The true position once unapplied money and credit are counted — the number to discuss with the vendor.

The controls, one by one

Control	What it does
Entity picker	Each of your companies has its own relationship with the vendor — pick whose ledger you're reading. Amounts display in that entity's currency.
From / To with Apply and Clear	Restrict the window — last quarter, the disputed month. Clear to see the whole history.
Dimensions panel	Collapsible filters for cost centers and other dimensions, where you track costs that way.
Refresh	Re-reads the books — use it after posting a payment or fixing an application mid-review.
Export PDF	The statement you send back to the vendor with your reconciliation notes.
Back	Returns to the vendor's account record.

How the running balance tells the story

The Balance column is the ledger's plot line — your position after each event. Here is the CityClean pattern that produced the −$2,200 verdict, reduced to its skeleton:

Event	Charges	Payments	Running balance
April's janitorial bill posts	$2,200.00		−$2,200.00
May's bill posts	$2,200.00		−$4,400.00
May's payment posts and applies		$2,200.00	−$2,200.00
June's bill posts	$2,200.00		−$4,400.00
June's payment posts and applies		$2,200.00	−$2,200.00

See it? The balance keeps returning to −$2,200 instead of zero — every month's bill is met by every month's payment, but one April bill never was. A balance that "sticks" at a level is the ledger telling you where to dig; the Reference link on the stuck row opens the document itself.

Where the four numbers come from

Each card aggregates a field you can verify document by document:

Total Outstanding adds up the Balance Due of the vendor's posted bills — each one's total, less any withholding tax, less payments applied, less memo credits applied.
Unapplied Payments adds up each disbursement's Unapplied Amount — money that has left the bank but sits in the entity's supplier-prepayments account until it's matched to bills. See Applying Disbursements.
Unapplied Memos adds up each Vendor Memo's Unapplied Credit — like Summit Mechanical's $300 HVAC credit before it was applied.
Net Outstanding nets the three: what you'd genuinely owe if every unapplied payment and credit were matched right now.

Unapplied isn't unpaid — and that's the trap. A vendor chasing an "unpaid" bill while your Unapplied Payments card shows money waiting is the classic case: the cash left weeks ago, but nobody matched it, so the bill still reports outstanding. Check this card before re-sending a single dollar — the fix is an application, not another payment.

Reading the transaction detail

Every row is a real posting — a bill charging expense, a payment leaving the bank — described in plain terms with the GL account it touched.
Reference links jump straight to the document: click MPI001014 to open May’s bill, MCD001015 for the June payment-run check.
The running Balance shows your position after each event — scan it to find the moment a balance stopped clearing (that’s how April’s missed bill stands out at a glance).
Filters: pick the entity (each of your companies has its own relationship with the vendor), a date range, and expand Dimensions to slice by cost center where you track costs that way. Amounts display in the entity’s currency.

What it’s for

Vendor statement reconciliation — when the vendor’s statement arrives, this is your side of it. Export PDF produces the document to send back with your notes.
"Why was this paid late?" archaeology — the whole history in one place beats opening ten records.
Dispute calls — Net Outstanding, with the rows to back it up.
Pre-payment-run review — spot unapplied payments and memos before sending more cash.

The same ledger works for customers — open it from any customer account for the receivables mirror image. See Customer Account Ledger.

Common mistakes to avoid

Mistake	Why it hurts	Do this instead
Discussing Total Outstanding with the vendor	It ignores your unapplied payments and credits — you concede money you don't owe	Talk Net Outstanding, with the rows to back it up
Paying again when a bill "shows unpaid"	If the first payment sits unapplied, you've now paid twice	Check Unapplied Payments first; apply, don't re-pay
Forgetting the entity picker	You reconcile one company's ledger against a vendor statement that spans two — nothing agrees	Match the statement's entity to the picker before comparing a single row
Reviewing with a date filter still applied	The stuck balance may sit just outside the window — the ledger looks clean	Clear the range for position questions; filter only for archaeology
Exporting the PDF before Refresh	Fixes you just made aren't in the statement you're about to send	Refresh, glance at the cards, then Export PDF

Who can open it. The ledger is a reading of the books, so read access is enough — Accounting Controller and Read Only users can review any vendor's ledger and export the PDF. Acting on what it reveals (applying a payment, entering a memo) needs Accounts Payable or Accounting Admin.

Where to go next

AP Aging Reports & Snapshots — all vendors at once, bucketed by age.
Applying Disbursements — clearing the unapplied payments the ledger reveals.
Applying Vendor Memos — spending unapplied credit.

Frequently asked questions

The ledger shows your position with the vendor: negative means money owed (or paid) to them. A zero balance means you’re square. On a customer’s ledger the signs run the other way — they owe you.

Live — it’s built from your accounting transactions the moment you open it (the Refresh button re-reads after you make changes). For frozen, point-in-time reporting, use aging snapshots.

Drafts aren’t in your books yet — the ledger reflects posted reality only. Post the bill and it appears.

Applying the disbursement to the vendor's bills — each application moves that much from the supplier-prepayments holding onto the bills it settles, reducing both the payment's unapplied amount and the bills' balances. See Applying Disbursements.

Three usual suspects: the bill was never entered (or is still a draft), it was entered under a different entity — check the picker — or the vendor billed the wrong company entirely. The ledger's job is to make your side explicit so the gap has a name.

Yes — the entity picker includes an All Entities choice that combines every company's position, converted into your corporate currency; it's the default view when the vendor bills more than one of your entities. Pick a single entity to see that company's own books in its own currency, and use aging for the all-vendors view.

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