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skoz5555
Level 1

Purchase Order Report By Service Date

Hi,

I am a contractor and hire subcontractors to do the work and they are all paid 30% at the beginning of their work and then 70% at the end.  Before a job starts, I enter a PO for each of the subcontractors into QB.  I enter one line for the first 30% payment and enter the expected date of payment under the Service Date.  I then enter a second line for the other 70% along with the expected date of payment under the Service Date.

 

I'm trying to run a PO report that shows the actual Service Dates, Source Name, Memo, and the Amount.  This way I can see what costs I have in the future and when.  So far, every PO report that I run shows each line, but the only date it will show is the date I created the PO, not the Service Date.

 

Can anybody help with this?

 

Thanks

Solved
Best answer April 24, 2020

Best Answers
SarahannC
Moderator

Purchase Order Report By Service Date

Hello there, skoz5555. Thanks for getting back to this thread.

 

I appreciate you for providing further details of your concern, as well as the screenshot.

 

The Other 1 or 2 columns of the report will not be changed, it'll still remain as the title of the column. Though, anything that you have entered from the PO will show up to that column.

 

It requires a bit more effort on our part to verify the things that we've added and recorded on the PO. Let me help you customizing the Transaction Detail Report as my colleague suggested above. This way, we'll be able to display and get the necessary information that we need from the report.
 

To do so, follow these steps:

  1. From the menu bar, select ReportsCustom ReportsTransaction Detail. The Modify Report: Custom Transaction Detail Report window will open automatically. 
  2. Select the From and To dates to match the period you're going to run
  3. Click the Filters tab.
  4. In the Choose Filter box, with the Posting Status highlighted, choose Either from the drop-down list.
  5. Next is to highlight the other needed details.
  6. Then, OK.

posting.PNG

 

For more tips and information about customizing the reports in QBDT, you can check out here: Personalizing QuickBooks Desktop reports.

 

 

Please get back to me if you have more questions. I'm right here together with the Community people to help you out. Hope you're well and safe!

View solution in original post

10 Comments
Kristine Mae
QuickBooks Team

Purchase Order Report By Service Date

I'd like to know more about this, Skoz5555. This way, I can provide an accurate answer.

 

Where did you enter the service date? Did you add it in the fields or line item?

 

In the meantime, you can create custom transaction detail reports. This uses different combinations of display and filters tab. Here's how:

  1. Click Reports.
  2. Go to Custom Reports.
  3. Select Transaction Detail.
  4. You can filter and add columns.

You can check this reference about customizing reports in QuickBooks Desktop for more information.

 

We're just around if you need our help. Feel free to visit us anytime.

skoz5555
Level 1

Purchase Order Report By Service Date

Hi Kristine,

 

I tried your suggestion at just running a Transaction Detail report for the job and none of the PO's showed up on that either.

 

I've attached four screenshots in a zip file.  Here is what I've done throughout the process:

 

 1. PO Columns - I created a customized PO template and it has the "Service Date" column available.  (I also created a custom one "Exp Pay Date" under the "Other 1" title, hoping I could include that in a report but no luck.)

2. PO Created - I created a PO and  you'll see that I have different dates in the "Service Date", for these are the days I expect to actually pay the sub

3. Trans Detail Report - I ran a Transaction Detail report for the months that cover the " Services Dates" for the job name and you can see that none of these PO's even showed up

4. Trans Detail Settings - These are the settings I used.

 

Thanks again for your persistence with this.  It would be extremely helpful if I could figure a way to make this work.

SarahannC
Moderator

Purchase Order Report By Service Date

Hello there, skoz5555. Thanks for getting back to this thread.

 

I appreciate you for providing further details of your concern, as well as the screenshot.

 

The Other 1 or 2 columns of the report will not be changed, it'll still remain as the title of the column. Though, anything that you have entered from the PO will show up to that column.

 

It requires a bit more effort on our part to verify the things that we've added and recorded on the PO. Let me help you customizing the Transaction Detail Report as my colleague suggested above. This way, we'll be able to display and get the necessary information that we need from the report.
 

To do so, follow these steps:

  1. From the menu bar, select ReportsCustom ReportsTransaction Detail. The Modify Report: Custom Transaction Detail Report window will open automatically. 
  2. Select the From and To dates to match the period you're going to run
  3. Click the Filters tab.
  4. In the Choose Filter box, with the Posting Status highlighted, choose Either from the drop-down list.
  5. Next is to highlight the other needed details.
  6. Then, OK.

posting.PNG

 

For more tips and information about customizing the reports in QBDT, you can check out here: Personalizing QuickBooks Desktop reports.

 

 

Please get back to me if you have more questions. I'm right here together with the Community people to help you out. Hope you're well and safe!

View solution in original post

skoz5555
Level 1

Purchase Order Report By Service Date

It was the posting status that I had to change.

 

Thanks for your help.

mcastor_esi
Level 1

Purchase Order Report By Service Date

This solution does not help me to pull in the service date on any of the reports.  I was able to add "Service Date" to a column on my Purchase Order, but I cannot pull this into any reports.  Please help.  We are using this field to represent multiple lines on a PO that has several different ship dates.

RCV
QuickBooks Team
QuickBooks Team

Purchase Order Report By Service Date

We always strive to provide the best experience with the product, mcastor_esi.

 

I know how beneficial it is to your business to pull up a Service Date on the report. However, this option is unavailable in QuickBooks. What we can do is run a Transaction List by Vendor report and customize it to purchase order and posting status. We can also export the report to Excel to add a column for the service date. Here's how:

  1. Go to Reports on the top menu.
  2. Choose Vendors & Payables.
  3. Select Transaction List by Vendor.
  4. Tick the Customize Report button.
  5. Tap Filters.
  6. In the Choose Filter box, with the Posting Status highlighted, choose Either from the drop-down list.
  7. Then, select Transaction Type in the Choose Filter box. Tick the Transaction Type drop-down and select Purchase Order.
  8. Click OK and OK

To export the report to Excel, tap the Excel drop-down, and choose Create New Worksheet. From there, you can modify the report to come up with the data you need. For more details about modifying reports, see Customize reports in QuickBooks Desktop article.

 

Feel free to visit our Reports page for more insight s about creating and managing reports with QuickBooks.

 

The Community will always have your back if you need a hand with reconciling your accounts or any QuickBooks related. Assistance is just one post away. Have a great weekend. 

CHRN
Level 1

Purchase Order Report By Service Date

Hello RCV,

 

I am working on reporting with purchase order details and service date.

I am following your instruction, posted ‎December 12, 2020 09:15 PM.

But I cannot pull in service date on list.

There is no "service date" on the list of Display tab, Customize Report window.

Do you have any idea if anything I made wrong?

 


@RCV wrote:

We always strive to provide the best experience with the product, mcastor_esi.

 

I know how beneficial it is to your business to pull up a Service Date on the report. However, this option is unavailable in QuickBooks. What we can do is run a Transaction List by Vendor report and customize it to purchase order and posting status. We can also export the report to Excel to add a column for the service date. Here's how:

  1. Go to Reports on the top menu.
  2. Choose Vendors & Payables.
  3. Select Transaction List by Vendor.
  4. Tick the Customize Report button.
  5. Tap Filters.
  6. In the Choose Filter box, with the Posting Status highlighted, choose Either from the drop-down list.
  7. Then, select Transaction Type in the Choose Filter box. Tick the Transaction Type drop-down and select Purchase Order.
  8. Click OK and OK

To export the report to Excel, tap the Excel drop-down, and choose Create New Worksheet. From there, you can modify the report to come up with the data you need. For more details about modifying reports, see Customize reports in QuickBooks Desktop article.

 

Feel free to visit our Reports page for more insight s about creating and managing reports with QuickBooks.

 

The Community will always have your back if you need a hand with reconciling your accounts or any QuickBooks related. Assistance is just one post away. Have a great weekend. 


 

CHRN
Level 1

Purchase Order Report By Service Date

Hello @RCV 

I am working on creating reports of open purchase order with Service Date.

Though I followed your instruction, posted on Dec 24 2020, I cannot find Service Date on the list of Display tab, Customization window.

DO you have any Idea if anyting I made wrong?

For your ref, attached my screen on Display and Filter tub.

 

CHRN


@RCV wrote:

We always strive to provide the best experience with the product, mcastor_esi.

 

I know how beneficial it is to your business to pull up a Service Date on the report. However, this option is unavailable in QuickBooks. What we can do is run a Transaction List by Vendor report and customize it to purchase order and posting status. We can also export the report to Excel to add a column for the service date. Here's how:

  1. Go to Reports on the top menu.
  2. Choose Vendors & Payables.
  3. Select Transaction List by Vendor.
  4. Tick the Customize Report button.
  5. Tap Filters.
  6. In the Choose Filter box, with the Posting Status highlighted, choose Either from the drop-down list.
  7. Then, select Transaction Type in the Choose Filter box. Tick the Transaction Type drop-down and select Purchase Order.
  8. Click OK and OK

To export the report to Excel, tap the Excel drop-down, and choose Create New Worksheet. From there, you can modify the report to come up with the data you need. For more details about modifying reports, see Customize reports in QuickBooks Desktop article.

 

Feel free to visit our Reports page for more insight s about creating and managing reports with QuickBooks.

 

The Community will always have your back if you need a hand with reconciling your accounts or any QuickBooks related. Assistance is just one post away. Have a great weekend. 


 

cabw
Level 1

Purchase Order Report By Service Date

I have the same issue.  We have several contractors with varying service periods.  Some are a year, some 6 months, some based on benchmarks.  I have added the service dates to the POs in the system but it is of no use if I can't produce reports based on this information.  Accounting staff can see it on the screen but we need it in a report.  

 

Why can this information not be filtered in the same way other information is filtered such as delivery dates?  Does it relate to the information being in the detail rather than the header of the document? 

jamespaul
QuickBooks Team

Purchase Order Report By Service Date

Hello, cabw. 

 

I'll give some overview on why the Service Date column won't show when you filter and customize the report. 

 

The Columns list (on the Customize Report screen) will only show some of the major columns on a transaction. 

 

This article also explains what is reflected and what can be filtered in your reports: Understand reports

 

That said, what you can do is to use the Other 1 or 2 field when adding the service date. You'll want to enable it first on the Customize Data Layout screen. Here's how: 

 

  1. Open a purchase order.
  2. Go to the Formatting tab, then click the Customize Data Layout button.
  3. Click the Columns tab.
  4. Check Other 1 or Other 2 (rename it if necessary). 
  5. Click OK.

 

servdate1.PNG servdate2.PNG

 

You can edit or create a purchase order, then manually enter the serviced date. 

 

servdate3.PNG

 

When running the report, you'll want to include the Other 1 or 2 columns data to show it. 

 

servdate4.PNG

servdate5.PNG

 

Our developers are working to improve the Desktop platform. They might add more columns under the Columns list for the Customization window. 

 

Ready to record other transactions or need to take care of your customers and vendors? We have articles to guide you in handling your books. Take a look at them in the articles list page

 

Don't forget to visit our Community forums if you have other questions about your reports and other areas in QuickBooks. I'm always here to help. 

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