Expenses by Vendor Report / Alternate Reports

I'd be glad to help with your question about running reports in QBO, Jen.

Take note that COGS only increases once a sale is made through an invoice or sales receipt. On the other hand, bills, bill payments, and checks used when the items were purchased are already included in the Expenses by Vendor Summary report.

Here's an article for more details: Impacts of inventory Tracking on Balance Sheet and Profit & Loss Reports.

You'll want to run the Purchases by Vendor Detail report. It will give you a list of all the purchase transactions that are sorted out per vendor. Then, use the Total Payroll Cost report to see all payroll-related expenses. Just go to the Reports menu and type in the name of the report in the Search bar.

Let me share these articles for additional reference and guidance:

• Customize Reports in QuickBooks Online
• Common Custom Reports in QuickBooks Online

Reply to me or reach out to us again if you need anything else. We're always here to help you. 

Hi JenoP,

So just to be sure I understand. When my boss says, basically, "show me every dollar that was spent last month" by vendor, I:

1) Run 'Purchases by Vendor Detail' report

2) Run 'Total Payroll Cost' report

I just ran these two and I'm missing a huge portion of expenses. Could you please advise? I mean, there has to be a report I can run that will show every dollar spent by vendor in a particular time period, right? When I run "Expenses by Vendor Summary" it's not including everything - ???

Thanks for coming back and performing the steps provided by my colleague, jenuneekor.

We can run the Transaction List by Vendor report and modify it to show all the expenses in a particular time period. Let me show you how:

1. Go to Reports on the left menu.
2. Enter Transaction List by Vendor on the search field. 
3. Tap Customize.
4. Select the date in the Report period field. 
5. Click Filter.
6. Tap Transaction Type and choose Expenditures. You can also include other vendor transactions.
7. Tick Account and select the specific accounts wherein expenses are associated with.
8. Press Run report.

To learn more about modifying reports, proceed to Step 2: Customize a report section in the Customize reports in QuickBooks Online (QBO) article. Visit our Reports page for more insights about running reports in QucikBooks. Also, to keep updated with any upcoming QuickBooks updates and enhancements, feel free to visit these blogs:

• QuickBooks Resource Center
• The QuickBooks Blog 

I'd like to know how you get on after trying the steps, as I want to ensure this is resolved for you. Feel free to reply to this post and I'll get back to you. Take care always.

@jenuneekor 

As an additional option, explore an analytical app to produce reports to match your needs.

Hi! Thank you for your help. I ran this report, but it's pulling in expenses through our bank accounts as negative $ amounts, but for any transactions that ran through our credit card, they're coming in as positive. So when I'm summing by vendor, it's not turning out correctly since anything on the credit card is positive but everything else is negative. Any suggestions? Thank you!

I can share additional information with your expenses, @jenuneekor.

Credit cards are set as a liability account, this is why expenses you've paid through a credit card are showing as a positive amount. 

You can use the Pay down credit card option in QBO in recording credit card payments or by writing a check. In case the credit card and the bank account you use to pay the credit card expense are connected (bank feeds), you can record the payment by transferring the record.

Refer to the following article for more information in handling your expenses: Record your payments to credit cards.

For more information about the accounts to categorize your transactions on everything from sales forms to reports to tax forms, see this article: Learn about the chart of accounts in QuickBooks.

I'm always here if you still have questions about your expenses. Take care and have a great rest of the day!

Jen - did you ever find a report that would show all the expenses in a month by vendor?  I'm looking for the same thing.  Thanks!