Vendor Credit Memo Report

Txroofer · ‎August 26, 2020

I first have to say that the way credit memos are handled on the Vendor Payment screen makes me absolutely crazy. It is so tiny, hard to read and limited in information (a memo line would sure be helpful). In any case since it has been this way forever I'm sure it won't be changing anytime soon.

My issue that I have been dealing with is I have a vendor with no less than 1000 open invoices at any one time and 100's of credit memos to match up to them. To make matters more complicated, I pay these invoices online through the BillTrust system which sucks worse than the QB credit memo screen (I can't apply the CM in QB to the open invoice or I can't find the open invoice and credit memo in BillTrust).

In any case, I started putting the target invoice in the memo line of the credit memo I set up, dumb I know, after realizing I can't see the memo line in the CM screen when I am paying bills. So then I though if I could print a vendor credit memo report that would display all the memo lines my problem would be solved. Well, easier said than done. I tried using the Vendor Open Balance report, which will not allow me to filter by transaction type for some reason. So then I tried the Transaction List by Vendor report and again it would not let me filter by transaction type.

Does anyone have a suggestion on how I can run a report by vendor, by transaction type within a date range? I even tried creating a custom report (not my strong point) and I couldn't get that to work either.

If I can't get a vendor credit memo report I will start putting the credit memo info in the target invoice because I know I can get the memo line to show on a Vendor Open Invoice report, but that means I have to start all over and I have 100's of CMs already set up this way :(

Thanks for your help!

Jovychris_A · ‎August 26, 2020

Thanks for posting to the Community, @Txroofer.

Let me share with you a few insights on how to sort this kind of report all at once.

You mentioned that it doesn't allow you to filter by transaction type. This way, I'd suggest utilizing the verify and rebuild tool in QuickBooks Desktop to find and fix any errors.

Once QuickBooks verified and corrected any of these, you can pull up the Transaction List by Vendor and Transaction Detail by Account report. This way, you can customize these reports to show the vendor credit memo.

Here's how to run a customized Transaction List by Vendor:

Go to Reports and then select Vendors & Payables, then choose Transaction List by Vendor.
Click the Customize Report button.
Go to Filters and then let's precisely include the customization by using the Search box:
Date: choose a specified period;
Detail Level: Summary only;
Name: All vendors;
Posting Status: Either;
Transaction Type: Bill Credit.
Click OK to run the report.

Also, you've mentioned earlier that you've added a memo line, the second report will give you the details by following these steps:

Go to Reports and then select Accountant & Taxes, then choose Transaction Detail by Account.
Click the Customize Report button.
Go to Filters and then ensure to include the customization by using the Search box for Date: choose a period; Transaction Type: Bill Credit.
Click OK.

This way, you get track all of your CMs.

You can also want to read this article to learn how to memorized reports: Create, Access and Modify Memorized Reports. It includes how to edit and delete a saved report.

Just hit the Reply button if you have any other questions. I'll be right here to help. Take care!

View solution in original post

Jovychris_A · ‎August 26, 2020

Thanks for posting to the Community, @Txroofer.

Let me share with you a few insights on how to sort this kind of report all at once.

You mentioned that it doesn't allow you to filter by transaction type. This way, I'd suggest utilizing the verify and rebuild tool in QuickBooks Desktop to find and fix any errors.

Once QuickBooks verified and corrected any of these, you can pull up the Transaction List by Vendor and Transaction Detail by Account report. This way, you can customize these reports to show the vendor credit memo.

Here's how to run a customized Transaction List by Vendor:

Go to Reports and then select Vendors & Payables, then choose Transaction List by Vendor.
Click the Customize Report button.
Go to Filters and then let's precisely include the customization by using the Search box:
Date: choose a specified period;
Detail Level: Summary only;
Name: All vendors;
Posting Status: Either;
Transaction Type: Bill Credit.
Click OK to run the report.

Also, you've mentioned earlier that you've added a memo line, the second report will give you the details by following these steps:

Go to Reports and then select Accountant & Taxes, then choose Transaction Detail by Account.
Click the Customize Report button.
Go to Filters and then ensure to include the customization by using the Search box for Date: choose a period; Transaction Type: Bill Credit.
Click OK.

This way, you get track all of your CMs.

You can also want to read this article to learn how to memorized reports: Create, Access and Modify Memorized Reports. It includes how to edit and delete a saved report.

Just hit the Reply button if you have any other questions. I'll be right here to help. Take care!

suz2021 · ‎February 16, 2021

How do I find an open only vendor credit memo report?

I am only looking for Vendors that have open credits to be applied

This report I am piggy backing on it excellent by the way - so thank you!

SarahannC · ‎February 16, 2021

Hello there, suz2021.

In QuickBooks Desktop, you can run the Transaction Detail report to generate the open credits for vendors. Let me show you how:

Go to the Reports menu.
Select Custom Reports, then Transaction Detail.
The Modify Report: custom Transaction Detail Report opens automatically.
Within the Display tab, add the Open Balance column, then remove other columns when necessary.
Within the Filter tab, highlight the Account.
Click the Account drop-down arrow. Then, select Accounts Payable. Note: You can include the Account Receivable to view your customer credits.
Then, OK.

That will do. If you need to remove or add other information, utilize the Customize button on the report. Then, hit Refresh to reflect the changes you've made. Also, you can include any transaction type you want.

To learn more about it, you can check this article: Basic information about reports in QuickBooks Desktop.

You can always post your concerns below. I'd be happy to assist you more and provide you the information you need. Take care and have a good one!

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