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Filter Vendor Expense Report by Customer/State?

Hello

 

I am trying to create a summary report that shows me the total amount paid to each vendor for only a certain selection of customers. I've tried filtering by customer both a 1099 report and an Expenses By Vendor report, but it doesn't work correctly. I assume because both vendors and customers are "Names"?

 

My ultimate goal is to see how much I have paid to each vendor, separated by the state of the customer. However there's no place to assign a state to a customer, so I've been trying to just manually select the customers which are in VA (for example). I've also tried adding a 'Virginia' Customer Type and filtering by that, but it also does not work, it just makes blank reports.

 

Again, to be clear: I want a report with Vendors as rows and Customer State as columns, OR a report with Vendors as rows and just a Total column and then I've filtered by my own custom selection of customers. Is this possible?

 

Sorry if this doesn't make sense, I'm not really familiar with QB or the terminology yet.

Solved
Best answer 06-03-2019

Accepted Solutions
QuickBooks Team

Re: Filter Vendor Expense Report by Customer/State?

I'm glad you reached out to us today, JABu.

 

Enabling the Class feature lets your track transactions by location or any other meaningful breakdown of your business. You can utilize the Class Tracking functionality to organize your customer/state.

  1. At the top menu, choose Edit and click Preferences.
  2. In the Accounting tab, select the Company Preferences tab.
  3. Under Class, mark to select Use class tracking for transactions.
  4. Click OK to save changes.
    1.PNG

Then, go to the List menu and choose Class Lists to set up and add classes(states) in QuickBooks.

 

Once done, you already have the designated Class field when creating transactions. Use that field when assigning customer/state on the vendor transactions.

 

Lastly, let's run and customize the Custom Transaction Detail report. This allows you to add the class column:

  1. On the top menu, click Reports.
  2. Choose Custom Reports and select Transaction Detail.
  3. Go to the Filter tab and choose Transaction Type.
  4. Select Multiple Transaction Types and select the transaction.
  5. Click OK.
    1.PNG
  6. Choose Class and All Class.
  7. Click OK.
    2.PNG
  8. Customize the date.
    3.PNG

That's it. Let me know the results or if you have other report questions. I'm just a post away.

View solution in original post

7 Comments
QuickBooks Team

Re: Filter Vendor Expense Report by Customer/State?

I'm glad you reached out to us today, JABu.

 

Enabling the Class feature lets your track transactions by location or any other meaningful breakdown of your business. You can utilize the Class Tracking functionality to organize your customer/state.

  1. At the top menu, choose Edit and click Preferences.
  2. In the Accounting tab, select the Company Preferences tab.
  3. Under Class, mark to select Use class tracking for transactions.
  4. Click OK to save changes.
    1.PNG

Then, go to the List menu and choose Class Lists to set up and add classes(states) in QuickBooks.

 

Once done, you already have the designated Class field when creating transactions. Use that field when assigning customer/state on the vendor transactions.

 

Lastly, let's run and customize the Custom Transaction Detail report. This allows you to add the class column:

  1. On the top menu, click Reports.
  2. Choose Custom Reports and select Transaction Detail.
  3. Go to the Filter tab and choose Transaction Type.
  4. Select Multiple Transaction Types and select the transaction.
  5. Click OK.
    1.PNG
  6. Choose Class and All Class.
  7. Click OK.
    2.PNG
  8. Customize the date.
    3.PNG

That's it. Let me know the results or if you have other report questions. I'm just a post away.

View solution in original post

Level 1

Re: Filter Vendor Expense Report by Customer/State?

Hi HoneyLynn Thanks, I can start doing that from now on. But doesn't this solution mean I have to go back through ALL the previous transactions and add the class? Is there any way to do that in bulk? Also, every transaction for a given customer will always have the same class (state). Is there any way to have this automatically set or pre-filled so I don't have to enter it manually for every single future transaction?
QuickBooks Team

Re: Filter Vendor Expense Report by Customer/State?

Hello there, JABu.

 

Adding a Class to previous transactions in bulk isn't available. You'll need to manually add it to each of the transactions. 

 

Regarding your second question, the class field will be automatically filled in if you've assigned a class to the specific customer or vendor. This way, you don't have to manually enter it for each transaction moving forward.

 

Here are the steps: 

  1. Go to Customers and choose Customer Center or Vendors and choose Vendor Center.
  2. Select a customer or vendor.
  3. Click the Additional Info menu.
  4. Enter a class in the CLASS field.
  5. Click OK.

I'd be right here anytime in case you have further questions. Have a good one!

Level 1

Re: Filter Vendor Expense Report by Customer/State?

Hi Joyce That's good to know for the future, but applying this to past transactions doesn't seem feasible. That's gotta be 2000+ transactions just in the past year, let alone going back further. Is there ANY way I can generate this report for historical transactions without using classes?
QuickBooks Team

Re: Filter Vendor Expense Report by Customer/State?

Hello again, @JABu.

 

The reporting feature in QuickBooks is dependent on the information entered on the fields. A report is a set of instructions that the program uses to display data from your company file.

 

I understand that going through your transactions will consume too much of your time.

 

Another suggestion is to export the report to Excel. From there, you can create instructions/rules that will detect and assign a class to old transactions. If you need further help, you can also reach out to their Customer Care Team.
1.PNG

For future reference, I'm adding the Customize reports in QuickBooks Desktop article.

 

That should do it, @JABu. Let me know how it goes or if there's anything else I can help about reports. I'm just a comment away. Take care always!

Level 1

Re: Filter Vendor Expense Report by Customer/State?

I ended up applying your advice and exporting to Excel to get the info I needed. I generated a Job Costs by Job and Vendor Summary Report, filtered by only our Subcontractor Expense accounts and by only our Virginia Jobs. I then exported this to Excel so I could easily add up all the instances of each subcontractor with the Subtotal tool. Thanks for the help, Honey Lynn and Joyce.
QuickBooks Team

Re: Filter Vendor Expense Report by Customer/State?

Hello there, JABu.

 

It's great to hear that you're finally able to run your preferred report in QuickBooks Desktop. I appreciate you for sharing the steps you've taken to get this done. This will benefit other users who may want to achieve the same thing.

 

In behalf of my colleagues, I'd like to provide these great resources that you can use for future reference:

Know that you're always welcome to come an visit us again if you have other concerns. I'd be more than happy to help.

 

 

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