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Customize vendor reports in QuickBooks Desktop

by Intuit• Updated 4 days ago

QuickBooks Desktop offers a wide variety of ready-made supplier reports that tell you where your company stands, in terms of expenses and accounts payable. On top of that, you can also customize the reports based on your business needs.

The articles in this series help you:

Note that available columns and filters differ for each report/group of reports because each draws information from the company file differently. Understanding report source and targets is particularly important when customizing reports.

  1. From the Reports menu, select Suppliers & Payables, then select Unpaid Bills Detail.
  2. Select Customize Report.
  3. Select the Advanced.
  4. In the Open Balance/Aging area, select As of Report Date.
  5. Select OK in the Advanced Options, then in the Customize Report window.
  6. Enter the correct date on the report.
  7. Select Memorize to save the report.

The Open Purchase Order report does not have a Total By option. However, you can create a Transaction Detail report that shows all open purchase orders for each supplier.

  1. From the Reports menu, select Custom Reports, then select Transaction Detail.
  2. Select Customize Report.
  3. On the Filters tab, select the following filters:
    1. Account = Purchase Order
    2. Posting Status = Either
    3. Received = No
  4. On the Display tab, select the Total by drop-down, then choose Supplier.
  5. Select OK.

Total supplier payments reports

Although you can show bill credits by going to File > Print Forms > Bill Payment Stubs, the stub does not show to which bill the credit is applied to. This report shows which bill credits are applied to which bills.

Single bill credit

For a single bill credit, run a Transaction History report.

  1. From the Reports menu, select Suppliers & Payables, then select Supplier Balance Detail.
  2. Select the appropriate supplier.
  3. Highlight the Bill Credit, then press Ctrl + H to open the transaction history.>
  4. In the Transaction History – Credit window, select Go To to open the bill or Print to have a printed copy of the report.

Multiple credits

If you need a report for more than one bill credit, modify the Check Detail report.

  1. From the Reports menu, select Banking, then Cheque Detail.
  2. Select Customize Report , then go to the Filters tab.
    1. Remove the default filters (Account, Amount and Detail Level).
    2. Add the Date filter, then enter the appropriate date range.
    3. Add the Name filter and select the appropriate Supplier name.
    4. Add the Transaction Type filter, then select Bill Credit.
  3. Select OK.
  4. Select Memorize to save the report.

Follow these steps if you need a report that displays detailed supplier expenses totalled by Customer: Job.

  1. From the Reports menu, select Custom Reports, then Transaction Detail.
  2. In the Display tab:
    1. Set the appropriate date range.
    2. In the Columns section, put a check mark beside Source Name to add it to your columns and click the check mark beside Name to remove it from the list.
    3. Select the Total By drop-down arrow and select Customer.
  3. Go to the Filters tab and from the Filter List, select Transaction Type.
  4. Select the transaction type associated with the Supplier purchases (i.e. Bill).
  5. Select OK to display the report.

Run this report to see purchase orders and sales orders by item.

  1. From the Reports menu, choose Custom Report and select Transaction Detail.
  2. Under the Display tab, choose the following columns:
    • Amount
    • Balance
    • Date
    • Name
    • Num
    • Item
    • Qty
    • Type
  3. On the Total by drop-down menu, select Item detail.
  4. Under the Filters tab, select the following filters:
    • Detail Level: All except summary
    • Item: All Sales Item
    • Posting Status: Non-posting
    • Transaction Type: Multiple Transaction Types: Sales Orders and Purchase Order.