Skip to main content

SUMMER SAVINGS 90% OFF QuickBooks for 3 months* Ends 8/27

Buy now
Switch to QuickBooks and 70% off for 3 Months
Talk to Sales: 877-683-3280
Hours
Mon - Fri, 5am - 6pm PST
Sat - Sun, 7am - 4pm PST
Product support & help
Need help signing in?
OCW1
April 4, 2021
Question

Exporting Supplier Full Ledger

  • April 4, 2021
  • 12 replies
  • 43 views

I tried to export the full ledger of a certain supplier from 2018-2020 in excel but the total balance is not matching from the total outstanding payable. I asked help from the customer support which i gave them access to my account and received a reply : Regarding your query with the Total balance that is not matching to the Open Balance, our team has advised that in the Transaction List of the Supplier Profile, the Total column adds up or deducts based on the transaction that will show up for a specific page or number of entries.Please note that the maximum number of entries/transactions we can show in the Transaction List is 300 per page and this Supplier in question has 689 transactions, therefore in the total, it will only add or minus the transactions per page and not by all transactions entered..

We are a group of company and the head office was questioning why the payable is not matching from the ledger. I have forwarded my conversation to the Head Finance but did not accept the explaination. Please help. 

12 replies

RenjolynC
RenjolynC
Level 9
April 4, 2021

Thanks for reaching out the Community, OCW1.

 

To clarify, did you export the transaction list that is on the Suppliers page? If so, you'll want to run the Transaction List by Date. This report shows the list of all your transactions, ordered by date. You can customize the data by following these steps:

 

  1. Go to Reports on the left panel.
  2. Type Transaction List by Date in the search field.
  3. Select the Report period and Group By, select Vendor.
  4. Click the Customize button.
  5. In the Rows/Columns section, press the Change columns link to show the columns.
  6. Put a check mark on the Open Balance box.
  7. Go to the Filter section and choose the following Transaction Types: Bill Payment (Check), Bill Payment (Credit Card), Cash Expense, Check, Credit Card Expense, Credit Card Credit, and Vendor Credit.
  8. Select the suppliers from the Name drop-down list.
  9. Hit the Run report button. 

Here's a sample screenshot for a visual reference:

 

 

Once done, you can click the export icon below the Customize button and select Export to Excel.

 

For more customization on the report, you can read this article: Customize vendor reports.

 

Please, feel free to get back to us here if there's anything else you need. We're always around to help you out again. Take care and stay safe.

OCW1Author
April 5, 2021

Thank you for your reply. I followed your instructions but the journal entries are not showing even if i added in the list under transaction type. I tried every possible way but still failed. The reason why i need to extract the full ledger into excel because there was a problem with the balance from the previous years (from 2018) and the auditor is trying to fix and checking every entries for this certain supplier. I hope there is still another way to extract the full ledger aside from the explanation of the Quickbooks Help Expert (as i copied in my first post) which the Auditor will never accept.

IamjuViel
IamjuViel
Level 8
April 5, 2021

Let me share an additional information, @OCW1.

 

You can filter the report to show all your supplier's transactions. This way it will display all the transactions recorded under the same supplier or vendor. I can walk you through in doing so.

  1. Open the Transaction List by Date.
  2. Click the Customize button.
  3. Set the report date to All Dates.
  4. Expand the Rows/Columns section.
  5. Mark the following tick box:
    • Date
    • Transaction Type
    • Num
    • Account
    • Amount
    • Open Balance
  6. From the Filter section, put a checkmark on All Transaction Types tick box. 
  7. Click the Run Report button. 

Make sure to set the transactions to be Grouped by Vendor.  Also, you can run the specific Transaction List by Vendor Report. By doing this, you'd see all the transactions including journal entries recorded under each vendor in your QuickBooks account. 

 

I've added these articles to help you maximize the reports feature in QuickBooks:

Always feel free to leave a comment below if you have other questions or concerns. I'm always here to help.

Need QuickBooks guidance?
Log in to access expert advice and community support instantly.
Terms & ConditionsAccessibility statement