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greenhomesandcon
Level 1

How do I run a vendor report and group it by customer job

I need to see how much we owe or have paid a vender by job. Because i need to make sure that I am making a draw by job.

Solved
Best answer December 10, 2018

Best Answers
EEV
Level 2

How do I run a vendor report and group it by customer job

Try "Job Acutal Cost Detail". As long as you entered the "Customer:Job" on the Vendor's bill, this should work. You will probably need to build the report that works best for you.

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16 Comments 16
EEV
Level 2

How do I run a vendor report and group it by customer job

Try "Job Acutal Cost Detail". As long as you entered the "Customer:Job" on the Vendor's bill, this should work. You will probably need to build the report that works best for you.

qbteachmt
Level 15

How do I run a vendor report and group it by customer job

Unbilled Costs by Job, filter (top left Customize) then Filter on Billable status = Any, and on Paid Status = Open.
tlrod
Level 1

How do I run a vendor report and group it by customer job

Where is Job Actual Cost Detail report?

JasroV
QuickBooks Team

How do I run a vendor report and group it by customer job

I'm here to help you, @tlrod.

 

To clarify we're on the same page, are you referring to the Job Cost Detail report? If so, you can search the report in the Reports menu. I'll be glad to guide you on how.

  1. Go to Reports from the left menu.
  2. Type in Job Cost Detail in the search tab.
  3. Then, click Run to run the report. 1.png

As EEV said, as long you've entered the Customer:Job on the vendor bill, this will show the details you need in the report.

 

In the top part under the Source Name column, you'll see the Customer:Job and below are vendors that are linked to the Job. Please see the image below for reference. 1.png

 

Also, you can check these helpful articles for reference in case you want to learn how to customize report in QuickBooks Desktop:

Feel free to leave a comment below if you have any other questions or concerns. I'll be around to help.

tlrod
Level 1

How do I run a vendor report and group it by customer job

I believe the issue is that I am using QB Pro 2016 and not Contractors Edition.  

Mark_R
QuickBooks Team

How do I run a vendor report and group it by customer job

Thanks for getting back to us, @tlrod.

 

You're right. The Job Actual Cost Detail report is only available in QuickBooks Premier and Enterprise, not in QuickBooks Pro. However, if you're trying to run a report that shows how much you owe or have paid a vendor, you can pull up and customize the Unbilled Costs by Job report. Let me guide you how.

 

  1. Go to the Reports menu.
  2. Select Jobs, Time & Mileage.
  3. Choose Unbilled Costs by Job.
  4. Click the Customize Report, then go to the Filters tab.
  5. Search for Billing Status from the field, then select Any.
  6. Search for Paid Status, then select Open.
  7. Click OK.

I've got you an article you can read on to learn more about how to customize vendor reports.

 

You can also read this article to know about the comparison between QuickBooks Pro, Premier, and Enterprise: Compare Features of QuickBooks Desktop.

 

In case you need tips and related articles in the future, visit our QuickBooks Community help website for reference: QBDT Self-help
 
Feel free to visit us again if you have any other questions with QuickBooks. We're always here to help.

tlrod
Level 1

How do I run a vendor report and group it by customer job

Thank you this will be a helpful report.  I can get the information I need.  It is just a little clunky since I only want 1 vendor.

Mark_R
QuickBooks Team

How do I run a vendor report and group it by customer job

Hi there, @tlrod!

 

I'm glad to know that the report I shared get you the right amount of information you needed. But if you only want to see one vendor on the report, you can still utilize the Filters tab on the report.

 

To do that, just search for Preferred Vendor from the field, then select the specific vendor from the drop-down. Once done, the report will now show one vendor with the transactions filtered.

 

Please know that the Community team and I are always here to help. Just leave a comment below if you have any other concerns.

bergman1
Level 1

How do I run a vendor report and group it by customer job

Hello, I have a similar problem. I would to see all transactions with only 1 vendor on 1 job. I have contractor edition. I followed the instructions above, but the "preferred vendor" filter does not do anything.  I still see all the vendors. It appears the vendor name is in the Source Name column which is not listed as a filter option. 

KlentB
QuickBooks Team

How do I run a vendor report and group it by customer job

Hi there, bergman1.

 

I'll share some information about how Unbilled Costs by Job Report works.

 

The Preferred Vendor filter isn't applicable to this report since the vendor name is the source data. Please know that QuickBooks looks at individual transaction lines when generating the information in a report. If a line matches the report set, then the line is added to the report. I encourage visiting our Report Guide to learn more about how the program populates the data in your report.

 

For now, we can export this report to an Excel file then customize it from there. I'll guide you how:
 

  1. Select Reports from the top menu bar.
  2. Go to Jobs, Time & Mileage.
  3. Choose Unbilled Costs by Job.
  4. Click the Customize Report button, then set the appropriate report date.
  5. Go to the Filters tab, then search for Billing Status from the field and select Any.
  6. Search for Paid Status, then click Open.
  7. Select OK to apply the changes.
  8. From the Excel drop-down, choose Create New Worksheet then click the Export button.

In case you'll need to track where your company stands in terms of AP and expenses, we can customize the vendor reports according to your business needs.

 

If I can be of any additional assistance, please don't hesitate to visit the Community again. Stay safe and healthy.

blockheadnc
Level 1

How do I run a vendor report and group it by customer job

I am using QuickBooks online and I don't have the option to choose "job acutal cost detail" under reports. What I need is an open vendor bill/expense report for a specific job so we know what vendors we need to pay for that job. 

Candice C
QuickBooks Team

How do I run a vendor report and group it by customer job

Hey there, @blockheadnc

 

Thanks for joining in on this thread and letting us know you use QuickBooks Online (QBO) instead of QuickBooks Desktop (QBDT). Allow me to give you the right steps for this information in your account. 

 

Let's go through the instructions on how to get this report. Here's how: 

 

  1. Go to the Projects tab on the left-hand menu bar. 
  2. Locate and click on the project. 
  3. Press the Project Reports portion of the page. 
  4. Tap the Time cost by employee or vendor section. 

 

Afterward, you can hit the Customize button to edit certain settings to see the information you want/need. 

 

This should do the trick. Feel free to ask if you have any other questions. I'm always here to lend a helping hand. Take care! 

blockheadnc
Level 1

How do I run a vendor report and group it by customer job

I use QuickBooks Online, I don't have those options

ZackE
QuickBooks Team

How do I run a vendor report and group it by customer job

Thanks for following up with the Community, blockheadnc.

 

Our Projects feature is only available with a Plus, Advanced, or Accountant subscription. If you're already subscribed to one of these plans, you'll want to confirm it's turned on.

 

Here's how:

  1. Use your Gear (⚙️) icon, then go to Company Settings.
  2. Access the Advanced tab.
  3. Find the Projects section and click its Pencil (✏️) icon.
  4. Turn on Use project financial tracking.
  5. Select Save.

 

Now you'll have a Projects tab in your left navigation bar.

 

In the event you're using Simple Start or Essentials, you can upgrade anytime to utilize Projects:

  1. Sign in as a primary or company admin, use your Gear (⚙️) icon, then go to Account and settings.
  2. Access the Billing & Subscription tab and make sure your payment information is up-to-date.
  3. Click Upgrade your plan.
  4. Once you've decided on one, select Choose plan and follow the on-screen steps to finish upgrading.

 

I've additionally included a detailed resource about working with projects that may come in handy moving forward: Create & manage projects
 

I'll be here to help if there's any questions. Have an awesome day!

blockheadnc
Level 1

How do I run a vendor report and group it by customer job

I have the projects tab but only a few came up on that list. We have a few thousand job/project numbers in our system. 

MadelynC
Moderator

How do I run a vendor report and group it by customer job

I’m here to help so you’re able to generate an open vendor bill/expense report for a specific job in QuickBooks, @blockheadnc.


In QuickBooks Online, you’ll want to make sure the vendor is set up and link properly to a project. This way, all related bills or expenses to that vendor will show up on your list.


If everything is set correctly, cached data might be the reason why the Projects page only came up with a few events on the list. You can perform some troubleshooting steps to resolve this.


You can start accessing your QBO account in a private or incognito window for testing. Refer to these key shortcuts for quick navigation:

 

  • Google Chrome: Ctrl + Shift + N
  • Safari 11 or newer: + Shift + N
  • Mozilla Firefox: Ctrl + Shift + P
  • Microsoft Edge: Ctrl + Shift + P


Once signed in, check your project list if it’s now complete. If yes, get back to your main browser and clear its cache to start fresh. You can also utilize other supported browsers as an alternative.


You can run the Unpaid Bills or Vendor Balance Detail reports in QBO. This way, you’re able to know what vendors you need to pay for that job. Here's how:

 

  1. Go to the Reports menu.
  2. Enter Unpaid Bills or Vendor Balance Detail in the Search field.
  3. Filter the necessary details.


Capture.PNG
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You can visit these resources to learn more about projects:

 


If you need further assistance with your projects and reports, add a comment below. We'll always be around. Take care!

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