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member1000
Level 3

Vendor Ledger Report

How do I create a vendor ledger report?

 

I want to see all bills, bill payments, credit memos, etc. for a specific vendor. How do I do it in QB Online?

 

In Quickbooks desktop there was a beautiful report called "vendor balance summary" and when clicking into one vendor, you could see everything from this vendor. Where can I find this in QB Online?

21 Comments
MarsStephanieL
QuickBooks Team

Vendor Ledger Report

You can find in in the Report tab, member1000.

 

You can see the vendor's transaction in the Reports tab in QuickBooks Online. Glad to show you the steps below.

 

Here's how:

 

  1. Go to the Hamburger icon and select Reports tab.
  2. Search for Transaction List  by Vendor.


     
  3. Verify the details and select Run report button.
     

You can also run a report for specific vendors. Here's how:

 

  1. In the Transaction List by Vendor report page, click the Customize button.
  2. Choose the Filter section and check the Vendor and select the vendor's name.
  3. Hit Run report button. (See screenshot below for your reference.)

 

 

Also, you can check this out memorize reports for future reference.

 

Loop me in if you have other concerns. Happy to lend a helping hand. Have a good one!

member1000
Level 3

Vendor Ledger Report

The report you suggested doesn't show a running balance. I'm looking for a report that has a running balance for a specific vendor.

 

Thank you.

Tori B
QuickBooks Team

Vendor Ledger Report

Hey there, @member1000.

 

I'm here to get you on the right track. Let's run the Vendor Balance Summary report in QuickBooks Online.

 

Here's how:

 

1. Go to the Reports menu.

2. In the search field type in Vendor Balance Summary. Click on the drop-down option, as I have highlighted in the screenshot below.

3. This will show the vendor's balances, and you can click on the totals to zoom in on the list of transactions.

 

 

 

If you're still having some issues, or if this isn't what you're looking for, please reply to this thread, and I'll be here to help you every step of the way. Take care and enjoy your day!

 

member1000
Level 3

Vendor Ledger Report

The report outlined doesn't show a running balance for the vendor. It shows all open invoices & the balance based on that. 

Kendra H
QuickBooks Team

Vendor Ledger Report

Hey there, @member1000.

 

Thank you for the feedback. I hope your day is going well.

 

Since you're looking for a report with the vendors' bills, bill payments, and credit memos, you can run a Vendor Balance Detail report that shows you the vendor credits and bills on it.

 

Here's how:

  1. Select the Reports tab in the left-hand menu.
  2. In the Find Report by Name enter Vendor Balance Detail report.

Once you get to the report page, you can follow the steps provided by my colleague @MarsStephanieL to customize your report by which vendor you need.

 

I've also included a screenshot below of the Vendor Balance Detail report for an example:

Please let me know if the steps above do the trick. Have a safe and productive rest of your week!

 

 

member1000
Level 3

Vendor Ledger Report

The Vendor Balance Detail report only shows me unpaid bills. I want to see all transactions for a specific vendor.

JenoP
QuickBooks Team

Vendor Ledger Report

Let me get the report that you need, member1000.

 

Instead of running the Vendor Balance Detail report, you can go to the vendor's profile and open the Transaction List.

 

The same page will also show you the vendor's current or running balance. This is something similar to what you can see in the Desktop version. Here's how:

 

  1. Go to the Expenses menu and proceed to the Vendors tab. 
  2. Click the name of the vendor.
  3. Select Transaction List.
  4. Click the Export icon in the right-hand side if you want to export the list to Excel.
  5. The vendor's current balance is also shown just above the Export icon. 

Let me know if you need a different report. I'll get back here to help you again.

 

member1000
Level 3

Vendor Ledger Report

This report doesn't show a running balance.

When I exported the report to excel, both bills and payments (called expenses in QB) were a positive number. I need bills to be a positive number and payments to be a negative number so I can see the running balance.

MadelynC
QuickBooks Team

Vendor Ledger Report

Hi member1000,

 

The answer given by my colleague JenoP will give you the list of transaction that has Bills as positive and Payments are negative.

 

To exclude the other transactions of the vendor, you’ll want to filter it first to bill and payments as a type of transaction then proceed to export.

 

You can also run a transaction List by Vendor and filter the transaction types then export. This will also show the bill as positive and the payment will be negative.

 

Here’s how:

 

  1. Select Reports in your left navigation pane, then click Customize.
  2. Select the date period.
  3. Hit Filter then selects the dropped-down button under Transaction type.
  4. Choose Bill and Bill Payments.
  5. Click Run Report.
  6. Select Export.

 

Performing these steps above will bring you on the right track.

 

To get specific details of your financial reports, you can check this article: Customize reports in QuickBooks Online.

 

I also added this link to learn more about managing your QBO account: Help articles. I’m sure you’ll find it helpful.

 

Should you have an additional concern, I’m always here to help.

member1000
Level 3

Vendor Ledger Report

I tried the report suggested by JenoP, but it's not giving me the correct report.

 

If I paid my vendor with a check with the account "accounts payable", then it shows up as a positive number in this report. I can't have a running balance with it.

member1000
Level 3

Vendor Ledger Report

I also tried the other report "transaction list by vendor", but I have the same problem.

 

If I paid my vendor with a check with the account "accounts payable", then it shows up as a positive number in this report. I can't have a running balance with it.

Mark_R
QuickBooks Team

Vendor Ledger Report

Hi there, @member1000.

 

Let's make sure that the Balance column is added to your Vendor Balance Detail report so you'll see the running balance for a specific vendor from there.

 

Before we proceed, please know that when entering a check under the Accounts Payable account should show as a negative amount. You'll want to make sure that the account is selected under the Category column.

 

Here's how to customize the Vendor Balance Detail report:

 

  1. Click Report from the left menu, then search for Vendor Balance Detail.
  2. In the report, click the Customize button.
  3. Select Rows/Columns and click Change columns.
  4. Put a checkmark in the Balance checkbox.
  5. Go to the Filter section, then select the appropriate vendor from the drop-down.
  6. Click Run report.

Once done, you'll see the running balance of a specific vendor under the Balance column.

 

Here's an article you can read for more details: Customize reports in QuickBooks Online.

 

Just in case you want to memorize this report, feel free to check out this article for more guidance: Memorize reports.

 

Keep in touch if you need further assistance with this, or if there's anything else I can do for you. I've got your back. Have a good day.

member1000
Level 3

Vendor Ledger Report

I followed the instructions but my report doesn't show the running balance. See attached screenshot.

HKS2019
Level 2

Vendor Ledger Report

Hi,

I'm also looking for a report specifict for Vendor Ledger

something like the report atatched.

should show open balance, all transactions and running balance.

 

there is a report in QB - General Ledger, but it is only for accounts, not per vendor / customer.

Any idea if there is a report like this?

thanks:)

Rose-A
Moderator

Vendor Ledger Report

Hey there, HKS2019.

 

I appreciate the screenshot you've provided. I'd be happy to help you run a report that has all the information you need. You might want to run the Transaction Detail by Account report and customize it to your according to your needs.

 

Here's how:

 

  1. Click Reports in the left panel and search for Transaction Detail by Account report.
  2. On the report screen, click Customize.
  3. On the Customize report window, go to the Filter tab and select Vendor.
  4. Go to Rows/Columns.
  5. Select and reorder the columns to show on the report.
  6. Hit Run report.
  7. You'll have the information you need in one report.

To learn more about customizing reports in QuickBooks Online in the following article: Customize reports in QuickBooks Online.

 

For some "How do I" steps in QuickBooks Online, you can always visit our Help Articles page for reference.

 

Keep me posted if you have any other QuickBooks report concerns. I'd be more than willing to lend you a hand. Have a good one.

HKS2019
Level 2

Vendor Ledger Report

thank you for your repy, yet it doesn't help:)

the transaction detail by account report - is by account. I need a report for a vendor

in this report (transaction by account) each vendor will appear under all relevant accounts.

also, there is no openning balance.

I'm looking for a ledger report for vendor.

any idea if there one int he QB?

ChristieAnn
QuickBooks Team

Vendor Ledger Report

Hi there, HKS2019.
 
Allow me to share a few clarifications about this reporting preference you're requesting. 
 
While we're currently unable to produce a Vendor Ledger in QBO, you can utilize the report provided by my colleague RoseMarjorieACustomize the Transaction Detail by Account Report then group it by Vendor to sort the report by contractor, not by Account. This report will show the columns you're referring on your screenshot.
 
To arrange the columns, clicking the report Gear icon and mark the columns according to the order you prefer to see. Like, balance, open balance, all transactions, currency, debit and credit.
 
Here's how:
 
1. Click the Reports tab at the left panel.
2. Select the search icon and choose Transaction Detail by Account.
3. Click the Gear icon beside the export icon.
4 Put a checkmark in the boxes mentioned above.
5. Once done, click it anywhere to refresh the report.
 
Please note that the running balance shows in the Balance column in the report.
 

I attach a screenshots below for visual reference.

 

 

 

 

If you want to run reports showing the 1099 vendors and payments, please refer to this article for the steps: Create a 1099 report for vendors and vendor payments.
 

Please know that you're always welcome to post if you have any other concerns. Wishing you and your business continued success.

member1000
Level 3

Vendor Ledger Report

I found that the only way to have this report is as follows:

 

Run a 'vendor balance detail' report; filter it by vendor; adjust the dates, and then you'll need to export it into excel & add a balance column there. This will give you the correct running balance.

 

Somehow, something is messed up with QB 'balance' column.

 

I hope this helps.

 

Member1000 from NY

HKS2019
Level 2

Vendor Ledger Report

Thanks.

I know I can do it in Excel, I was trying ot find a solution within the QB.

maybe in the future:)

HKS2019
Level 2

Vendor Ledger Report

Thanks.

still not the exact report I wanted, but I guess this is as good as it gets currently.

maybe in the future:)

haseebenterprises111
Level 1

Vendor Ledger Report

hey member1000,

 

I also did all you did so far, talked to these guys on this issue, that their balance column is only showing the final balance not the running balance. 

I tried everything so far but cant find a simple ledger report called "General Ledger" having columns Date, Transaction type, Particulars, Debit, Credit and Balance.

 

But can find any of these.. 

 

attaching Screenshot..

 

Stucked in this from 11 days, cant find any help from QuickBooks side, trial expired 5 days ago,, and because of that did not purchased the subscription because the General ledger Report of Customer/Vendor is Missing 

 

 

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