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Highlighted
Level 1

Report of all payments made to vendors in QuickBooks Desktop

Software used:  QuickBooks Premier Plus Contractor Edition 2019-Desktop

 

Needed:  A report showing all payments made to vendors with type of payment, check number, etc.

 

We are a General Contractor.  I need a report showing all payments made to a vendor by job.  I know that report does not exist with the information I mentioned above.  I can get around that by putting the job number in the memo field of the bill, credit card charge, etc.  I need one report that shows all the payments for insurance audits also.

 

I have not been able to create this report with accurate information.  The amount is correct in job cost and on the 1099.  However, I can’t seem to get a transaction report that shows the correct amount paid. 

 

My problem seems to be occurring from a refund I received.  Since it was for a job (I post everything to a job) I created a “Bill Credit”, posted it to an expense account, not an item because it is an Overhead Job.  I then made a deposit using the vendor’s name in the “Received From” column and used the accounts payable account in the “From Account” column.  I then went to the “Pay Bills” window and selected the bill representing the refund amount.  Then I applied the credit by selecting “Set Credits”.  The vendor account now shows the credit, but not under payments.  So, if I create a transaction report with all the different types of payments, this will not show on the report.  The only way it shows is if I include credits which is not correct.

 

Does anyone have any suggestions on how to create a report that I need?

 

Your help in greatly appreciated.

12 Comments
Highlighted
Level 15

Report of all payments made to vendors in QuickBooks Desktop

"I know that report does not exist with the information I mentioned above."

 

Of course it does, and it a number of perspectives. Just one example is the Reports menu > Vendor Reports, the 1099 reports. You can run them and Customize them to ignore Thresholds, and for All Vendors, not 1099-Misc only.

 

"My problem seems to be occurring from a refund I received.  Since it was for a job (I post everything to a job) I created a “Bill Credit”, posted it to an expense account, not an item because it is an Overhead Job."

 

What matters here is that the Job Reporting relies on Items. Your "overhead" if that still has a Job Name, you should always be using items because that is what the Job Reports are showing. You don't want one Huge Value listed as "no Item" because that doesn't tell you anything about these costs, when you run Job-based reports, such as Job Profit Summary, Detail or P&L by Job.

 

"I then made a deposit using the vendor’s name in the “Received From” column and used the accounts payable account in the “From Account” column."

 

Yes, this is how you link the Refund to the credit; if you didn't need job tracking, you could use Deposit directly with no name at all. Needing two names (vendor and Job) = needing AP credit.

 

"I then went to the “Pay Bills” window and selected the bill representing the refund amount.  Then I applied the credit by selecting “Set Credits”.  The vendor account now shows the credit"

 

It should not show a credit balance, though. Once you enter the refund, it offsets the credit balance. Then, you Applied them, that status is no longer Open, but the math won't change because you linked them.

 

"but not under payments."

 

Underpayments? Credits show, the same as Bill Charges, from the Job Tracking that you did. That's why you do them. For instance, Job Profitability Detail for that one job name = the vendor credit will be a negative entry. Run Unbilled Costs by Job, change the Billable filter to Any. You see it here, as well.

 

"So, if I create a transaction report"

Transactions are not the Job data; the Details are the job data. That's why you have to be very careful about the Perspective of the report you start with. Example: Reports menu > Banking reports, Check Detail. Make sure to filter on Payee name = Vendors, to see job details here. Otherwise, banking reports with Vendor Name (which is Source Name) doesn't show Job (target) names from the Details, because Banking reports are the Check perspective; neither the expense or items tab details perspective.

 

"with all the different types of payments, this will not show on the report.  The only way it shows is if I include credits which is not correct."

 

Yes, Credits will reduce the amounts you paid, and that is proper.

 

Remember that using the 1099-Misc reports will not include CC amounts, because you don't report these payment types for purposes of 1099-Misc reporting.

 

So, for instance: Job Cost Detail by Vendor and Job, or by Job and Vendor, shows Everything you asked.

Highlighted
Level 1

Report of all payments made to vendors in QuickBooks Desktop

Thanks for trying to help.  I need a vendor report that lists all the payments and types  to the vendor.  The closest one I have found is creating a report from the Transaction List by Vendor.  I filter for Check, Credit Card, CCard Credit, Bill Payment, and Bill CCard.  That works fines on everything except for the Refund I received.  Since that is a credit, it does not show up on the payment list to decrease it.  That is a problem.

 

The 1099 report will not work for me because it does not include credit card payments.  I need a report that shows all payments regardless of type.

 

Thanks again for trying.

Highlighted
Level 1

Report of all payments made to vendors in QuickBooks Desktop

Thanks for trying to help, but I need a report  that shows all the payments made to a vendor with types.  The closest thing I have found is the Transaction List by Vendor.  I filter for Check, Credit Card, CCard Credit, Bill Payment, and Bill CCard.  This works great except it doesn't show the Refund because it is a Credit and does not decrease the amount paid on this report.

 

The 1099 report will not work for me because it does not show credit card payments.  When we have our insurance audit every year for subcontractors, I have to be able to show them exactly what we paid them minus the refunds.

 

Thanks again for trying to help.

Highlighted
Level 15

Report of all payments made to vendors in QuickBooks Desktop

"That works fines on everything except for the Refund I received.  Since that is a credit, it does not show up on the payment list to decrease it.  That is a problem."

 

You missed selecting that Transaction Type "Bill Credit." You didn't get them All.

Highlighted
Level 15

Report of all payments made to vendors in QuickBooks Desktop

Oh; You have mixed your perspective. You want Bill and you want Cash Basis, ignoring Bill Payment and Bill Credit; or you want only Bill Payment.

 

Like this:

A Bill is paid by Credit and by Bill Payment.

 

Bill payment ==> Bill <== Bill Credit

 

That's why this isn't working for you.

Highlighted
Level 1

Report of all payments made to vendors in QuickBooks Desktop

Hi, that fixed the refund I received, but it creates another problem.

 

I have a Bill, a Credit, and a Bill Payment Credit Card for one bill.  If I add Bill Credit to my report, it includes the Bill Payment Credit Card amount as well as the Credit which is not correct.

 

Thanks again for trying to help.

Highlighted
Level 15

Report of all payments made to vendors in QuickBooks Desktop

This is Exactly what I described:

"I have a Bill, a Credit, and a Bill Payment Credit Card for one bill."

 

For what is Paid, that needs to be a Cash Basis report. Transaction Listing reports are Activity, not Balance Perspectives.

 

"If I add Bill Credit to my report, it includes the Bill Payment Credit Card amount"

 

How would this be true? You just described two different transactions. The one does not bring the other to the party. Bill Payment by Credit Card is AP payment, not expense details. Bill Payment is AP payment from Checking; not Expense details. You would include only the Bill, on Cash Basis = the expense incurred, not How it got paid. Cash basis = paid or not, or partial amounts, such as partially paid by applying a previous vendor credit. In other words, you mixed the Payment Amount as Method, with the Expense as Reason.

 

"as well as the Credit which is not correct."

 

Make sure you are not reporting AP. AP is Fund Balances, not Spending Type. Spending Type is Expense, and perhaps your own Assets such as Fixed Assets or Inventory improvements or Work in Process assets.

Highlighted
Level 15

Report of all payments made to vendors in QuickBooks Desktop

Let's go back to my previous answer for this:

"We are a General Contractor.  I need a report showing all payments made to a vendor by job."

 

Reports menu > your Contractor Reports, you have Job Cost by Vendor And Job Detail; run it for Cash Basis. Done.

Highlighted
Level 1

Report of all payments made to vendors in QuickBooks Desktop

Thanks for trying to help.  This was my original question.  I should not have mentioned the job in the same post.  

 

Software used:  QuickBooks Premier Plus Contractor Edition 2019-Desktop

 

Needed:  A report showing all payments made to vendors with type of payment, check number, etc.

 

For our insurance audits every year, I need a simple report that shows all the money we have paid to subcontractors.  We are charged for money paid to every subcontractor even though we have a certificate of insurance from them.  This would include any refunds by check.   I can't seem to get that all in one report.  The other software I used has such a report.  It was easy.  I am sure we are not the only contractor trying to do this.

 

Thanks again for all your help.  I think this is just something I will not be able to do.

 

Highlighted
Level 1

Report of all payments made to vendors in QuickBooks Desktop

Thanks for trying to help.  This was my original question.  I should not have mentioned the job in the same post.  

 

Software used:  QuickBooks Premier Plus Contractor Edition 2019-Desktop

 

Needed:  A report showing all payments made to vendors with type of payment, check number, etc.

 

For our insurance audits every year, I need a simple report that shows all the money we have paid to subcontractors.  We are charged for money paid to every subcontractor even though we have a certificate of insurance from them.  This would include any refunds by check.   I can't seem to get that all in one report.  The other software I used has such a report.  It was easy.  I am sure we are not the only contractor trying to do this.

 

Thanks again for all your help.  I think this is just something I will not be able to do.

Highlighted
Moderator

Report of all payments made to vendors in QuickBooks Desktop

Hi there, @Zappa-Cat.

 

Thank you for joining the QuickBooks Community.  I'd be glad to help you run a report that shows all the payments made to vendors.

 

You can customize the Transaction List by Vendor report to see all the vendor-related transactions. 

 

Here's how:

  1. At the top menu, select Reports.
  2. Select Vendors & Payables, then select Transaction List by Vendor.
  3. At the top left, click the Customize Report button. 
  4. From the Display tab, select Num on the COLUMNS section. 
  5. From the Filters tab, search for Paid Status.
  6. Click Closed
  7. Click OK.

Also, if you wish to add more details, I recommend checking this article: Customize reports in QuickBooks Desktop

 

I've added some screenshots for your reference.

 

Capture.PNG

For additional help, feel free to reach out to our Phone Support. They can initiate a screen sharing session to get this resolved quickly.

 

Here's how to reach them: 

 

1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
2. Choose your QuickBooks Product.
3. Select your QuickBooks version.
4. On the Contact Us page, click a topic.
5. Click on the Get Phone Number button to see the support number.

 

These resources should help to get you on the right track for viewing your transactions.

 

Drop a comment below if you have any other questions about vendor reports in QuickBooks Desktop. I'll be happy to help you out.  Have a great day. 

Highlighted
Level 1

Report of all payments made to vendors in QuickBooks Desktop

I just discovered a similar flaw.  I believe that older versions of QuickBooks allowed you to run a transaction detail report by vendor, and it included payments & refunds.  It's changed.  QB Pro 2017 only allows you to run reports for payments TO the vendor.  I don't use bills, invoices, etc.; only the checkbook.  If I include a refund from a vendor on a deposit slip, the amount WILL NOT appear on that transaction report.  The only way to "hunt" for the credits is to look at the expense category and sort by Vendor.  It will appear there.  I believe this to be a flaw in QB.

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