Report for vendor late deliveries

Hi @DesantisJ 

Unfortunately, QuickBooks doesn't have a built-in, dedicated "Vendor Late Delivery Report" in the same way it has reports for sales, inventory, or expenses. However, you can use a combination of existing QuickBooks features and some manual tracking to create a system for monitoring and reporting vendor late deliveries. Here's a breakdown of how you can approach this:

1. Using Purchase Orders and Item Receipts:

• Accurate Purchase Orders:
  • Ensure you are using purchase orders (POs) within QuickBooks.
  • Crucially, record the expected delivery date on each PO. This is the foundation for tracking lateness.
• Item Receipts:
  • When you receive the vendor's shipment, use the "Receive Items" function in QuickBooks to link the received items to the corresponding PO.
  • Record the actual delivery date on the item receipt.

2. Manual Tracking and Reporting:

• Exporting Data:
  • Export the PO and Item Receipt data into a spreadsheet program like Microsoft Excel or Google Sheets.
  • QuickBooks allows you to export reports and lists to Excel.
• Calculating Delivery Delays:
  • In your spreadsheet, create a column to calculate the difference between the actual delivery date (from the item receipt) and the expected delivery date (from the PO).
  • This calculation will reveal the number of days a delivery was late.
• Creating a Report:
  • Use the filtering and sorting capabilities of your spreadsheet program to:
    • Filter for deliveries that were late (where the calculated delay is greater than zero).
    • Sort the data by vendor, delivery delay, or other relevant criteria.
  • Create a summary table or chart to visualize the late delivery data, showing:
    • Vendors with the most late deliveries.
    • Average delivery delays per vendor.
    • The total number of late deliveries.

3. Custom Fields (Advanced):

• Adding Custom Fields:
  • QuickBooks Online and some desktop versions allow you to add custom fields to transactions.
  • You could potentially add a custom field to POs or Item Receipts to track "Delivery Status" (e.g., "On Time," "Late," "Very Late").
• Reporting with Custom Fields:
  • If you correctly utilize custom fields, you can then filter reports by the custom field. This can, in a limited way, provide reporting within quickbooks. However, it will still require some manual entry.

Example Excel Calculations:

• Assume the expected delivery date is in cell A2 and the actual delivery date is in cell B2.
• The formula to calculate the delivery delay in cell C2 would be: =B2-A2
• You can then format cell C2 to display the result as a number (representing the number of days).

Key Considerations:

• Data Accuracy: The accuracy of your reports depends on the accuracy of the data you enter into QuickBooks.
• Consistency: Establish a consistent process for entering delivery dates to ensure reliable reporting.
• Regular Monitoring: Regularly review your late delivery reports to identify trends and take corrective action with vendors.
• Quickbooks Online vs Desktop: Quickbooks online and desktop have slightly different functionalities. The ability to customize fields, and the ease of exporting data can vary.

In summary, while QuickBooks doesn't have a dedicated "Vendor Late Delivery Report," you can create a workable solution by combining its PO and Item Receipt features with manual tracking and reporting in a spreadsheet program.

I see the potential for improvement with a built-in report for tracking vendor late deliveries, DesantisJ. Knowing how essential this feature is, it's understandable that you would feel this way. I want to assure you that we hear your concerns and are committed to ensuring that all your feedback reaches our Product Development team.

Before we continue, I'd like to express my gratitude for sharing your alternative approach. Your method of using the Transaction List by Vendor report and manually logging each line item is resourceful, and it shows your dedication to finding solutions within our current capabilities.

However, we understand this workaround is not ideal and can be time-consuming. We value your input and encourage you to share your feedback with our Product Development team. Your insights are invaluable in helping us improve our products and meet the evolving needs of our customers.

To submit your feedback, you can follow these steps:

1. Go to the Help option.
2. Select the Send Feedback Online option.
3. Choose the Product Suggestion option. A pop-up window displays.
4. Input your feedback suggestion.
5. Click the Send Feedback button.

You could also explore third-party applications through our QuickBooks App Store and navigate to the CATEGORIES section to select an app that best suits your needs. Additionally, I recommend checking the app's Reviews section to gain valuable insights from customer feedback and experiences.

As you continue managing your vendors in QuickBooks Desktop (QBO), consider optimizing your workflow by learning how to record vendor prepayments and customizing their reports to tailor them precisely:

• Record vendor prepayments or deposits in QBDT
• Customize vendor reports

Your contributions will help us prioritize new features and ensure our products better serve your needs. Thank you again for your patience and for being an active part of our Community. I'll keep this conversation open to support any future discussions.