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Level 2

How to get a report that shows how much you spent with a vendor

I want to see how much we have spent with specific vendors over a few different periods (our fiscal year, our contract year with the vendor, and the calendar year).  I can't find anything in vendor reporting that doesn't seem to only focus on bills outstanding, not bills already paid.  The vendor purchase reports give me 0 so I am not sure where it pulls its info.  If I go through the vendor itself and do a quick report, it doesn't give me totals!  I can get a quick total right in the vendor itself, but only on the screen (it won't printout) and not for all the date ranges I want.  

This seems like a really simple, common report and I feel like I must be missing something right in from of my face!

13 Comments
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QuickBooks Team

Re: How to get a report that shows how much you spent with a vendor

Hi again jmkentel,

 

I know there are many vendor reports, so sometimes it can be a little tricky to track down the right one for what you need. I'll give you a few suggestions and let you work your magic to try to customize them to see specific vendors or any other way that you need.

 

Have you taken a look at the Expenses by Vendor Summary or Expenses by Vendor Detail reports? If not, I'd start there. Each of these show the company's total expenses with the vendors and the detail report gives you a more in-depth look at where those totals are coming from. You can run either of these reports for the time period you need and export or print them for your comparison.

 

The Purchases by Vendor Summary or Purchases by Vendor Detail reports will show you the company's total purchases per vendor.

 

Another report to consider is the Transaction List by Vendor report. It'll show you all transactions for each vendor. The only thing you'll be missing are totals.

 

To find these reports and search for others that may help, I recommend going from the Reports Centre directly. Go to the Reports menu in the top menu bar and then choose Report Centre. You're able to see more options there by scrolling through or using keywords to search.

 

I encourage others to share their thoughts as well if you've found something that works for you.

 

Check out these articles below to learn about customizing reports.

Have a great day!

Level 6

Re: How to get a report that shows how much you spent with a vendor

You're right! It should be simple and is possibly available in US versions of QB. I can't see any report for Vendor Purchases or Expenses by Vendor. I use the Vendor Balance Detail Report (go to Reports>Vendors and Payables>Vendor Balance Detail). When the report opens, click the Customize tab, then Filter>Transaction Type: Bills and Bill Credits (and Credit Card if you ever use CC to purchase). Now you have a total of everything purchased from ALL Vendors. Memorize the report as is for future use. Each time you need to check on a Vendor, open the Memorized report and filter for the Vendor and dates you need and print.

QuickBooks Team

Re: How to get a report that shows how much you spent with a vendor

Hi impossible,

 

We can run the Rebuild and Verify Data Utility tool to check and resolve possible data damage to your company file.

 

To run the Rebuild Data tool:

  1. Click File, then click Utilities and Rebuild Data.
  2. On the QuickBooks Information window, select OK. Then, follow the prompts to save a backup.
  3. Click OK when you see Rebuild has completed.

To run the Verify Data tool:

  1. Click File, then click Utilities and Verify Data.
  2. If you see QuickBooks detected no problem with your data, select OK
  3. If Verify finds an issue with your data, you will be prompted to Rebuild Now.

Please check out this article for more information: Resolve data damage on your company file.

 

After that, you can check the Vendor Purchases or Expenses by Vendor report again.

 

Though, filtering the Vendor Balance Detail Report also works.

 

Let us know if there's anything else you need. We're always here to help.

Level 1

Re: How to get a report that shows how much you spent with a vendor

I was able to run the expenses by vendor summary but a couple are not showing. I tried customizing but it shows no data. I have paid these companies a lot and they should show?

Level 1

Re: How to get a report that shows how much you spent with a vendor

Anyone know how to do this with Quickbooks online?

QuickBooks Team

Re: How to get a report that shows how much you spent with a vendor

Hi there. QuickBooks Online has many reports which you can run to see the info you're looking for. To name a few, there's the Transaction List by Supplier, Purchases by Supplier Detail and many more which you can find by clicking Reports from the left menu and navigating to the Expenses and suppliers tab. Let me know if you have questions. 

Level 2

Re: How to get a report that shows how much you spent with a vendor

When I do the Vendor Balance Detail with QuickBooks Online, there is not an option to Filter the Transaction Type. See attached picture. Yes, Transaction Type is selected as a column to display. Not that it matters - there is nothing on this report to "filter". Nothing displays because that vendor does not have an open balance (no outstanding bills or unapplied credits). This report is useless for trying to find out how much has been spent with a vendor.

QuickBooks Team

Re: How to get a report that shows how much you spent with a vendor

I see what you're saying. I recommend looking at the Expenses by Supplier Summary Report to see how much you've spent with each vendor in QuickBooks Online. 

Level 2

Re: How to get a report that shows how much you spent with a vendor

AddieC & LauraAB,

 

The Expenses By Vendor Summary/Detail does not work because it only shows "expenses" - it shows BILLS, not bill payments or checks. We don't need to know their total expenses, we need to know how much we've actually paid them. Bills are frequently outstanding (unpaid) at any given time, so simply knowing what bills have been entered doesn't help determine what we paid that vendor.

 

The Purchases By Vendor Summary/Detail has the exact same problem. It only displays BILLS, not bill payments or checks. Very misleading report name, as it does not show what was "purchased" (paid for).

 

The Transaction List by Vendor is the only useful report. However, as you mentioned, it does not show Totals. There isn't even an option to add Total or Balance as a column, which seems like it would be a very simple fix. For this report to be useful we have to either sit there with a calculator and add up all the bill payments and checks and hope we don't transpose any numbers, or export it to Excel and create a Sum to total the Amount column (hopefully we all have purchased Excel to do this.. which we shouldn't have to do).

 

An extra report, a customized Bills and Applied Payments, does the same as a Transaction List by Vendor - it would be useful if it had a Total/Balance column.

 

In QB Desktop this report is quickly accomplished with a simple 1099 Summary report, which allows us to select non-1099 vendors as well. However, trying the 1099 Transaction Detail Report using the Online version is not helpful. I spent over an hour trying to get the 1099 Report to work for a vendor who we pay rent to [ie, gets 1099'd], who is selected as a 1099 vendor, who meets minimum 1099 reporting thresholds, etc - using all customize-able reporting options for "contractors marked / not marked for 1099", "All Vendors [as specific vendor didn't work either]", "All payment types", "All 1099 boxes", "No Box Threshold", etc. and all their variations, and still can't get this vendor (and others) to show on the report. If I'm doing something wrong with this report or vendor it should not be so difficult that a 12-yr QuickBooks veteran can't figure it out.

 

Please, this is such a simple reporting feature and so many of need to know Total Vendor Payments that we should not have to perform Excel workarounds to get a simple number.

QuickBooks Team

Re: How to get a report that shows how much you spent with a vendor

Thanks for explaining a bit more about what you're looking for, alhilpert. The report you're referring to from Desktop (the 1099 summary) isn't available in Canadian QuickBooks Desktop accounts, and it's limited to the US version of the program. 

 

I can appreciate that you're looking for a very specific report style, and the best way to send off your feedback about this to our product engineers is through the Gear icon > Feedback. These messages get read daily and your suggestions are very much appreciated. We're always looking for ways to implement the most requested features and tools. 


 

Level 1

Re: How to get a report that shows how much you spent with a vendor

I run a Vendor Report then export the report to Excel and just use the Auto Sum for the total spent on a vendor.

Level 1

Re: How to get a report that shows how much you spent with a vendor

I'd like a Purchases by Supplier SUMMARY not DETAIL report, so I just have a supplier name and total per line, that used to be available in QB Desktop but havign sdpent an hour trying to recreate in in QBO, I cannot see it's possible.  Is that correct?  It's a very handly, instant report which also allow to do previous period comparisons.  The Detail option is a mare to work with.  

QuickBooks Team

Re: How to get a report that shows how much you spent with a vendor

Hello eddiehing,

 

I appreciate you outlining what you're looking for in QuickBooks Online and how a report with too much detail can be a lot to work with. Having a summary report is a great way to see the totals without all of the information that went into it when you don't need it.

 

At this time, there isn't a Purchases by Supplier Summary Report like there is in QuickBooks Desktop. I recommend running other reports to see if they can give you the information you're looking for. With the report customization options in QuickBooks Online, you may be able to customize something to see just what you need.

 

If not, I leave our product development team feedback by following the steps outlined here: How do I submit feedback? The comments left through this option are forwarded to the product team for consideration in future updates. If it's important to you, we want to know about it so we can continue to enhance what the program has to offer.

 

Let me know if you have further questions!