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OCW1
Level 1

Exporting Supplier Full Ledger

I tried to export the full ledger of a certain supplier from 2018-2020 in excel but the total balance is not matching from the total outstanding payable. I asked help from the customer support which i gave them access to my account and received a reply : Regarding your query with the Total balance that is not matching to the Open Balance, our team has advised that in the Transaction List of the Supplier Profile, the Total column adds up or deducts based on the transaction that will show up for a specific page or number of entries.Please note that the maximum number of entries/transactions we can show in the Transaction List is 300 per page and this Supplier in question has 689 transactions, therefore in the total, it will only add or minus the transactions per page and not by all transactions entered..

We are a group of company and the head office was questioning why the payable is not matching from the ledger. I have forwarded my conversation to the Head Finance but did not accept the explaination. Please help. 

12 Comments
RenjolynC
QuickBooks Team

Exporting Supplier Full Ledger

Thanks for reaching out the Community, OCW1.

 

To clarify, did you export the transaction list that is on the Suppliers page? If so, you'll want to run the Transaction List by Date. This report shows the list of all your transactions, ordered by date. You can customize the data by following these steps:

 

  1. Go to Reports on the left panel.
  2. Type Transaction List by Date in the search field.
  3. Select the Report period and Group By, select Vendor.
  4. Click the Customize button.
  5. In the Rows/Columns section, press the Change columns link to show the columns.
  6. Put a check mark on the Open Balance box.
  7. Go to the Filter section and choose the following Transaction Types: Bill Payment (Check), Bill Payment (Credit Card), Cash Expense, Check, Credit Card Expense, Credit Card Credit, and Vendor Credit.
  8. Select the suppliers from the Name drop-down list.
  9. Hit the Run report button. 

Here's a sample screenshot for a visual reference:

 

 

Once done, you can click the export icon below the Customize button and select Export to Excel.

 

For more customization on the report, you can read this article: Customize vendor reports.

 

Please, feel free to get back to us here if there's anything else you need. We're always around to help you out again. Take care and stay safe.

OCW1
Level 1

Exporting Supplier Full Ledger

Thank you for your reply. I followed your instructions but the journal entries are not showing even if i added in the list under transaction type. I tried every possible way but still failed. The reason why i need to extract the full ledger into excel because there was a problem with the balance from the previous years (from 2018) and the auditor is trying to fix and checking every entries for this certain supplier. I hope there is still another way to extract the full ledger aside from the explanation of the Quickbooks Help Expert (as i copied in my first post) which the Auditor will never accept.

IamjuViel
QuickBooks Team

Exporting Supplier Full Ledger

Let me share an additional information, @OCW1.

 

You can filter the report to show all your supplier's transactions. This way it will display all the transactions recorded under the same supplier or vendor. I can walk you through in doing so.

  1. Open the Transaction List by Date.
  2. Click the Customize button.
  3. Set the report date to All Dates.
  4. Expand the Rows/Columns section.
  5. Mark the following tick box:
    • Date
    • Transaction Type
    • Num
    • Account
    • Amount
    • Open Balance
  6. From the Filter section, put a checkmark on All Transaction Types tick box. 
  7. Click the Run Report button. 

Make sure to set the transactions to be Grouped by Vendor.  Also, you can run the specific Transaction List by Vendor Report. By doing this, you'd see all the transactions including journal entries recorded under each vendor in your QuickBooks account. 

 

I've added these articles to help you maximize the reports feature in QuickBooks:

Always feel free to leave a comment below if you have other questions or concerns. I'm always here to help.

OCW1
Level 1

Exporting Supplier Full Ledger

Hi! Thank you for your help. I tried your instructions but still the journal entries are still missing. See below. 

Transaction List by date.JPG Transaction List by date - Filter.JPG

But the journal entries are missing. See below "Transaction list by Date":

Journal Entries.JPG

 

And below is the Supplier ledger with the journal entries.

Supplier Ledger.JPG

Fiat Lux - ASIA
Level 15

Exporting Supplier Full Ledger

@OCW1 

As another option, utilize an exporter tool

https:// transactionpro.grsm.io/qbo

 

OCW1
Level 1

Exporting Supplier Full Ledger

Thank you for helping me out. I tried the same but the journal entry/s are missing.

Transaction List by date - Filter.JPG

Transaction List by date.JPG

 

Below is the Trasaction List by Date report which journal entry/s are missing

Journal Entries.JPG

AlexV
QuickBooks Team

Exporting Supplier Full Ledger

Hi OCW1!

 

There is one report that will surely show the journal entries as well as the other vendor transactions. Please follow these steps:

  1. Go to the Reports tab. Search and select Journal.
  2. Make sure to set the correct Report period from 2018 to 2020.
  3. From the Customize button, Filter section.
  4. You can select the Transaction Type to All and select the vendor in the Name drop-down. Then, tap Run report.

Most of the reports in QuickBooks Online are customizable so you can get the right data you need. Also, please check this article to see all the available reports in QuickBooks Online: Reports included in your QuickBooks Online subscription.

 

Need more financial reports? Check this link: Customize company and financial reports.

 

The Community is always here to help you if you have other concerns. Keep your posts coming!

OCW1
Level 1

Exporting Supplier Full Ledger

Thank you @AlexV for the help. I already tried this but it really doesnt show. 

 

Below is the Journal Report as instructed. In between # 5219 and 5224, there should be a journal entry. Please see the 2nd screenshot where i took from the Supplier ledger itself.

Journal_LI.jpg Supplier Ledger_LI.jpg

GlinetteC
Moderator

Exporting Supplier Full Ledger

I appreciate all the steps you've taken, OCW1. I want to make sure to get to the bottom of this so you can get back to business.

 

We can try another step to get this sorted out. Let's try changing the filter to Journal Entry from the Transaction Type drop-down under the same vendor and date. If journal entry still doesn't show up, we can try pulling the process again on a private window to check if this has something to do with the browser. There are times that your browser is full of frequently accessed page resources, causing QBO to act strange.

 

You can refer to these shortcut keys:

  • Press Ctrl + Shift + P for Firefox.
  • Press Ctrl Shift N for Chrome.
  • Hold down Command Shift N for Safari.

If it works, clear your browser’s cache to speed up the loading process of the QBO website and for the system to start fresh. Otherwise, switch to another supported browser as an alternative.

 

If it still doesn't show up, we can delete it, then recreate the JE. Please be reminded that before deleting the transaction you got all the details from it for your reference.

 

Please keep me posted on how the steps work. I want to make sure everything is taken care of.

OCW1
Level 1

Exporting Supplier Full Ledger

Thank you @GlinetteC for your help. Im using Chrome browser for quickbooks. I have cleared all cache and tried different browsers but it didn't work out. We are a group of companies in different countries and the head office is always checking the reports whether summary or full ledger and even checking every entries. Until now, they are chasing me on my answer on how is it possible that they couldn't get the right figure when exporting in to excel. I got curious about it and tried in customer ledger with more than 500 transactions, apparently the same problem. It is not matching the total balance from the Ageing report. 

MaryJoyD
QuickBooks Team

Exporting Supplier Full Ledger

Thank you for performing the steps provided by my colleague above, @OCW1.

 

I can see that you’ve already tried all the troubleshooting steps and still getting it not matched. Then, I suggest reaching back to our Customer Support.

 

They have the tools to get into your account in a secure environment and help you isolate this and resolve this concern. You can also discuss with them all the reports and that you generated.  

 

You can reach our Customer Support for QuickBooks Online (QBO) by going to the Help icon at the top right of the account. 

 

Follow the steps below:  

 

  1. Go to the Help icon to connect to a live support agent. 
  2. Provide us with some information about your concern.
  3. Select the Contact Us button and provide some details about this concern, then on the Let's talk button. 
  4. You'll now be provided options on how to connect to our Customer Support.

 

Here's the contact the QuickBooks Online Customer Support team article for more information. 

 

You can also refer to following article for more information on how to export your reports to Microsoft Excel.

 

Stay in touch if you needed more help with your account by leaving a reply below. Take care and have a great rest of the day!

OCW1
Level 1

Exporting Supplier Full Ledger

Hi @MaryJoyD. Thank you. I first contacted the customer support in the help icon in QBO. I've chatted with them and even gave them access to my account so they can check by themselves and hoping that they can solve my issue. Below is their reply after the access permitted.

 

Case [removed] - Regarding your query with the Total balance that is not matching to the Open Balance, our team has advised that in the Transaction List of the Supplier Profile, the Total column adds up or deducts based on the transaction that will show up for a specific page or number of entries.Please note that the maximum number of entries/transactions we can show in the Transaction List is 300 per page and this Supplier in question has 689 transactions, therefore in the total, it will only add or minus the transactions per page and not by all transactions entered.

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