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Project Report - Project Cost by vendor.

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when I run a report - Project Cost by Vendor and Project Details - I get a double entry cost by vendor. If the vendor has a PO and and Invoice, both show as expenses. i.e. PO was issued for $2500, Invoice received against that PO of $2500, total expenses for that vendor is $5,000. If i go to customize report, scroll down to more columns then expense area, everything is greyed out and I cannot uncheck Purchase orders. If I run the report as Cash basis the PO’s do not show up but my actual cost get reduced to only vendors already paid. How do i correct this?

C

ClaireSamanthaS

QuickBooks Team

Instead of unchecking the purchase order in the More column area, you have to use the value dropdown to include the purchase order in your report filter. This prevents duplicate rows and ensures a single entry per transaction.

To double-check, here's how:

Open the Project cost by vendor and project report, then select Customize.
Set the Filter by dropdown to Transaction type, and the Condition dropdown to not equals.
In the Value dropdown, add Purchase order.
Click Apply changes.

Are you specifically generating the Project Cost by Vendor and Project report?

If you have additional questions or concerns, feel free to leave a comment below.

T

Tpizza31Author

New Member

Project Cost by Vendor and Project Details for (Job #)

M

MichaelaS

QuickBooks Team

Thanks for clarifying the exact report name. Those customization options are greyed out because the Project Cost by Vendor report is hard-coded to track both expected costs (Purchase Orders) and actual costs (Bills). When a Purchase Order isn't linked to the bill, QuickBooks counts both as expenses, creating a double entry. Note that Purchase Orders also won't appear on cash-basis reports since no actual money has left the bank yet.

To fix this, you need to manually go back to the bill and link the purchase order:

From All apps, select Expenses & Bills and click Bills.
In the Paid tab, open the bill you already recorded for this vendor.
Look at the right-hand side panel to find your open $2,500 purchase order.
Click Add to tie it to the bill, then click Save and close.

Once linked, QuickBooks will automatically close the purchase order, remove the duplicate cost from your report, and keep your actual expenses accurate.

For more details, refer to this article: Add purchase orders to expenses, bills, or checks in QuickBooks Online.

Don't hesitate to reply if you need further assistance.

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Tpizza31Author

New Member

so that is how we are processing the vendor invoice is against the PO. If i run an open PO report that PO is not listed anymore as it shows paid, however on the report - Project cost by vendor it is showing up as a PO and Invoice. duplicating the value.

C

ClaireSamanthaS

QuickBooks Team

Thanks for clarifying the exact report name. The Project costs by vendor and project report tracks both actual expenses and committed costs, that is why it displays both transactions for the same job. To avoid duplicate values and show a single entry per transaction, ensure you add Purchase order to your report filters.

Open the Project cost by vendor and project report, then select Customize.
Set the Filter by dropdown to Transaction type, and the Condition dropdown to not equals.
In the Value dropdown, add Purchase order.
Click Apply changes.

This filter removes the active purchase order from the view, allowing the report to pull solely from the final invoice and preventing the amount from doubling.

If you have additional questions or concerns, you can leave a comment below.

T

Tpizza31Author

New Member

that worked out perfectly.. thank you..

M

MichaelaS

QuickBooks Team

You’re welcome! I'm glad that my colleague's suggestion worked out perfectly for you and resolved your reporting issue.

Please don't hesitate to reach back out if you ever need help with anything else. Have a wonderful day!

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