cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Not applicable

How do I rectify "Not Specified" in Expenses by Vendor Summary report?

 
21 Comments
Moderator

Hey there, liz. Allow me to share some information about...

Hey there, liz.

Allow me to share some information about the Not Specified transactions in QuickBooks Online (QBO).

The Expenses by Vendor Summary report will show you the non-specified transactions if you created a check or expenses without a payee. To rectify these, you simply need to open them and enter a vendor or payee.

Let me show you how:

  1. Go to Reports.
  2. Enter Expenses by Vendor Summary the search field.
  3. Set the date and click on Run report.
  4. Click on the dollar amount in the Not Specified section.
  5. Then, open each transaction and enter a payee.
  6. Once you're done, click on Save and close.

After following these steps, the Not Specified section won't show up in the report.

Let me know if you have any other concerns. I'm always glad to help. Have a good one.

Not applicable

Re: Hey there, liz. Allow me to share some information about...

Hello, I'm having the same problem. Transactions showing as Not Specified. I tried your solution but still doesn't work. Any other suggestions? 

QuickBooks Team

Re: Hey there, liz. Allow me to share some information about...

Hey there, Mvazquez.

 

I've replicated your concern, and added a vendor in the check/expense transaction. Once done, the transactions are no longer showing as "Not specified".

 

Let's refresh QuickBook Online by logging out and in of the system. Then, check the report when you're back again.

 

If you need more help, you can always leave a comment on this thread. 

Not applicable

Re: Hey there, liz. Allow me to share some information about...

Thank you - I have the same issue - I tried to do this but a window pops up that says QB balance and bank balance may differ if going ahead. How can this be prevented? Thanks

QuickBooks Team

Re: Hey there, liz. Allow me to share some information about...

Hello there, @lmorelliconway.

 

Allow me to help share additional information about adding a vendor in the check/expense transaction.

 

To bypass the pop up window, you may need to select Yes or Continue as long as the transaction you are editing is only adding the vendor and not altering/changing the amount.

That should do it. Let me know if you have any other QuickBooks concerns. I'd be glad to help!

Community Explorer **

Re: Hey there, liz. Allow me to share some information about...

I've read this thread and my need is similar, but not exact.

When I'm running a P&L by Customer, all the Vendors/COGs (non-inventory, non-location) are showing up under Not Specified. 

When I click on transactions, the name of the Vendor is there. Now, these are transaction coming over from Bill.com. Not sure if that is a problem. 

 

Can someone please help?

QuickBooks Team

Re: Hey there, liz. Allow me to share some information about...

Hello there, @urspolo.

 

Allow me to step in and help provide additional information about the Not Specified transactions in P&L by Customer.

 

The Profit and Loss by Customer report will show all the vendors/COGS transactions as not specified since this report is only for the customer's transactions. All purchases regardless who created the transaction as long as there's no customer's name it'll be categorized as not specified on the report.

 

If you want to check if the check/expense transactions are categorized as not specified, you can pull up the Expenses by Vendor Summary report. From there, if the check/expense transactions are categorized as not specified, you can follow the steps provided by my colleague above.

 

Don't hesitate to leave a comment below if you have any other questions.

Not applicable

Re: Hey there, liz. Allow me to share some information about...

Having a similar issue in the Statement of Financial Position report. All the debit transactions have an assigned Payee, account, class....anything else to look for? 

There are also credit transactions and they have account, class, account assigned. 

QuickBooks Team

Re: Hey there, liz. Allow me to share some information about...

Hi @RCTreas,

 

You would just have to make sure that you assign a class in a certain transaction so it won’t show under the Not Specified section.

 

Here’s how:

  1. Click the amount of the transaction under the Not Specified section to open it.
  2. Assign a class by clicking on the Class dropdown in the Category details section.

 

If you haven’t created a class yet, let me help you with it.

  1. Select the Gear icon, then from Lists, select All Lists.
  2. Choose Classes.
  3. Select New at the top right.
  4. Enter the information.
  5. Select Save.

 

Please check this article for more details: How to Set Up and Use Class and Location Tracking

 

I’ll be more than willing to help if you have other concerns. I’m just a post away!

Not applicable

Re: Hey there, liz. Allow me to share some information about...

I have created classes and when I drill down to specific transactions in the Not Specified column, they all have a class assigned. (The only one transaction that doesn't is a transfer between two accounts.) If they have classes assigned, why are they still showing in the Not Specified column?

 

QuickBooks Team

Re: Hey there, liz. Allow me to share some information about...

I'd like to explain why they reflect under Unspecified, RCTreas.

 

Transactions like Accounts Payable, Accounts Receivable, and Payroll transactions may have figures in "Unspecified" or "Not Specified". The reason for this is because the bill and invoice payments and paychecks can't be split by locations. You can check this article for more input: How does running a Balance Sheet by Class or by Location work?.

 

We're just around if you have more questions. Have a good day! 

Community Explorer **

Re: Hey there, liz. Allow me to share some information about...

Still so confused.

These are vendor's bills, not " expenses".

Running a P&L by Customer.

No class. No location.

COGs are all listed under Non-specified. Bills/Payments are entered with a vendor name.

I think as soon as someone gives me the right answer, it is going to be a Aha moment. :)

Anonymous
Not applicable

Re: Hey there, liz. Allow me to share some information about...

Hi there, @urspolo,

 

I appreciate your time getting in touch with us again. Allow me to step in for a moment and share additional information about the Non-specified transactions on your Profit and Loss by Customer report.

 

The amounts you see in the Not Specified column are those line items or transactions which doesn't have customer assignments. Since you're opening a customer specific report, QuickBooks pull all the client's data affecting the P&L totals.

 

You can verify which items are unassigned by drilling down the report. To do that, click on the unspecified amounts to open the Transaction Report. Next, click the Amount column of the Bill then assign the customer name.

 

That should rectify the issue, @urspolo. Please let me know how it goes by leaving a comment below. I'm just a post away should you need further help. Have a good one.

Community Explorer **

Re: Hey there, liz. Allow me to share some information about...

@Anonymous  You are heaven sent!

 

Thank you!

Anonymous
Not applicable

Re: Hey there, liz. Allow me to share some information about...

It's nice to hear back from you, @urspolo,

 

You are very much welcome with the steps. I'm happy I came across your post and was able to address your concern. Should you have any other questions that I can help you with, feel free to mention me on your posts.

 

It's my pleasure to help you get back on your working track anytime. Cheering you a great weekend!

Not applicable

Re: Hey there, liz. Allow me to share some information about...

The entire balance of my "Not Specified" line in the Expenses by Vendor Summary is attributed to Square Fees from payments. There are too many to even show when I click on the number. Is there any way to mass/bulk edit all of these transactions at once, or will I always be stuck with $29,000 and growing in Not Specified? Thanks, David K.
Moderator

Re: Hey there, liz. Allow me to share some information about...

Thanks for joining this conversation, DKrewson.

 

At this time, we don't have an option to mass edit the vendor transactions. You'll have to open them under the Not Specified column and manually add the payee name.

 

Here's how:

  1. On the Expenses by Summary report, click the amount under the Not Specified column.image.png
  2. Click the transaction to open.image.png
  3. Add the Payee name at the top.
  4. Hit Save and close.

image.png

Once you've added the payee's name on the check, it should no longer show under the Not Specified column.

 

I'll definitely pass along your experience. Our engineers make improvements in QuickBooks Online by listening to our customers' suggestions and comments.

 

Should you have more questions, please let me know. I’ll be here if you need me. Have a good one.

Senior Explorer **

Re: Hey there, liz. Allow me to share some information about...

I'm having the same problem. My JE's show up in "Not Specified" - everything is filled in - account, debit/credit, description, name, location, and class. How do I fix this? The journal entries are only recording amortization expense. I also have two reimbursement checks to Employees that didn't run through payroll on there. How do I fix this?
QuickBooks Team

Re: Hey there, liz. Allow me to share some information about...

Thanks for joining this thread, @5470.


Updating the journal entries information will remove them from the Not Specified section.


When creating these transactions, use the same name in the Name column so they’ll automatically show as specified ones. Let’s open the journal entry one at a time to accomplish this task.


Here’s how:

 

  1. On the Expense Vendors Summary Report, then go to the Not Specified section and double-click the amount to see the journal entries.
    exo.png
  2. From the list, choose the transaction and click on it to view the details.
    exo1.png
  3. Tab to the Name column and type in the correct name.
    exo2.png
  4. Click on Save.
    exo3.png

The journal entry will no longer show in the Not Specified section.

 

You'll have to write a check to record the reimbursements for your employees. Just make sure to enter the employee's name to track it correctly.


Let me know if you have any other concerns or questions while working in QuickBooks. I’m always ready to help you. Have a good one.

 

Senior Explorer **

Re: Hey there, liz. Allow me to share some information about...

In the "Name" column, I have the name of the project the expense needs to go against. This was a credit card charge that was on the account but not uploaded into QB Online with the others. If that is supposed to be the name of the vendor, how do I apply the expense to the correct project?
QuickBooks Team

Re: Hey there, liz. Allow me to share some information about...

I appreciate your response, @5470. Let me provide you the steps on how you can apply the expenses to the correct Projects. Here's how:

 

  1. Go to the Expenses tab on the left menu.
  2. Find and double click to open the transaction.
  3. Choose the project from the Customer/Project drop-down menu. You'll need to do this for each expense item you want to apply. This isn’t the same as the payee for the expense.
  4. Select Save and Close.

 

For more information, you can also refer to our help article: Set up and use the Projects feature and read about Add existing expenses to projects.

 

Please let us know if you have any more questions. We're always glad to provide you the answer.

Need to get in touch?

Contact us