pay vendors AFTER customer pays - tracking

TNCL · ‎May 15, 2020

We pay some of our vendors AFTER we get paid. Is there a way to track which invoices the customer paid go with which vendor bill, outside of keeping a spreadsheet, to be able to easily see what I can pay the vendor at the end of the month based on which invoices customers have paid? Does this make sense? I know there are many contractors that don't pay vendors until they get paid, so there must be a way. HELP me to get rid of this spreadsheet!

GlinetteC · ‎May 15, 2020

Hi there, TNCL.

You got me here to help you sort this out. In QuickBooks Online, we can pull up the Transaction Detail by Account report and customize it to show the information you need. Please note to make sure that the customer's bill is marked as billable so the payment will show on the report which is associated with the vendor.

Here's how:

Click the Reports tab on the left menu.
Type in transaction in the search field and choose Transaction Detail by Account.
Click the Customize button.
Select the Report period.
Click the Rows/Columns and in the Group by the drop-down arrow, choose Vendor.
Click Change columns.
Put a checkmark in Customer, Vendor, and A/R Paid boxes.
Click Filter.
Put a checkmark besides Customer and Vendor box.
Click Run report.

Please see attached screenshots:

You can learn more details about customizing report in this article: Customize reports in QuickBooks Online.

Using the steps above, you'll be able to track which invoices are paid and which bill each invoice matches.

Feel free to leave a comment below if you have any other concerns.

View solution in original post

GlinetteC · ‎May 15, 2020

Hi there, TNCL.

You got me here to help you sort this out. In QuickBooks Online, we can pull up the Transaction Detail by Account report and customize it to show the information you need. Please note to make sure that the customer's bill is marked as billable so the payment will show on the report which is associated with the vendor.

Here's how:

Click the Reports tab on the left menu.
Type in transaction in the search field and choose Transaction Detail by Account.
Click the Customize button.
Select the Report period.
Click the Rows/Columns and in the Group by the drop-down arrow, choose Vendor.
Click Change columns.
Put a checkmark in Customer, Vendor, and A/R Paid boxes.
Click Filter.
Put a checkmark besides Customer and Vendor box.
Click Run report.

Please see attached screenshots:

You can learn more details about customizing report in this article: Customize reports in QuickBooks Online.

Using the steps above, you'll be able to track which invoices are paid and which bill each invoice matches.

Feel free to leave a comment below if you have any other concerns.

TNCL · ‎May 18, 2020

GlinetteC,

Thank you. I have created the report based on the instructions. From here do I just need to click on each line to see which bill each invoice matches to?

JonpriL · ‎May 18, 2020

You're on the right track, @TNCL!

Click each line will show you the transaction each of the invoices or bill are linked to. You can also select Customers under Group by so you'll see only the billable invoices.

In addition, your invoices should look like this upon opening them. Then, click on the following hyperlink indicated with the number to view your bill.

Lastly, here's a few articles you can read for ideas about managing all your customers and vendors transaction: Income and Expenses for QuickBooks Online.

If you have any other questions, you can always leave them in the comments. Thanks!

NeuhoffTaylor · ‎October 30, 2020

Can you give instructions for the Desktop 2018 version? It does not have the same choices.

Nick_M · ‎October 30, 2020

Hi there, NeuhoffTaylor.

I'm happy to help, what you'll want to do is customize your reports in Desktop following the steps provided in this link: Customize reports in QuickBooks Desktop. More specifically, it focuses on transaction detail reports, mentioning the following:

Go to the Reports menu, select Custom Reports and then Transaction Detail.

This report lists individual transactions, showing each account involved in a transaction on a separate line. For example, a check written to the telephone company would have two lines in the report: one showing that the check was written from your checking account, and another showing that you assigned the amount of the check to your telephone expense account.

The report covers the current month to date. You can change the period of time covered by choosing a different date range from the Dates drop-down list.

To see any of the transactions listed, double-click the transaction's entry.

For additional information on vendor reports, check out the following link:

Customize vendor reports.

If you have any other questions, feel free to post here anytime. Thanks and have a lovely weekend.

AEgen · ‎March 20, 2024

Can you provide instructions on how to run this report using Quickbooks Enterprise 24.0 Desktop Version?

GebelAlainaM · ‎March 20, 2024

Hello there, @AEgen.

I'll provide the steps to run a report in QuickBooks Desktop (QBDT) Enterprise 24.0 version.

If you want to pull up the Custom Transaction Detail report, you can refer to the steps below:

Go to the Reports menu.
Select Custom Reports.
Click the Transaction Detail.
Then, customize the information you want to show on the report.

If you want to pull up the Transaction Detail Report by Account, go to the Reports menu, click Report Center, and then from there, you can search the Transaction Detail report by Account or another report you want to pull up in the search bar.

Let me share some articles for future reference in handling and exporting reports in QBDT:

Keep me posted if you have follow-up questions about running reports in the QBDT Enterprise 24.0 version. I'm always around to help.

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pay vendors AFTER customer pays - tracking