Quickbooks Online Vendor Export Instructions

Pulling detailed reports for suppliers and their transactions in QuickBooks Online (QBO) is straightforward, and both types of reports you need can be customized and generated directly within the platform. Here's a step-by-step guide for each:

Report of All Suppliers with Detailed Information

  1. Log in to QuickBooks Online.
  2. Navigate to the Reports menu.
  3. Start by finding a standard report that closely matches what you need. For supplier details, the "Suppliers & Payables" reports are a good place to start. Look for a report like "Supplier Contact List" if available.
  4. If there isn't a perfect match, you can customize a report. Click on Customize on an existing report to modify it.
  5. Add the fields for address, phone number, email, contact, EIN (Employer Identification Number), and Vendor ID. These fields can be added in the customization settings under the Rows/Columns section. Choose Change columns and select the data you want to include.
  6. Once you have customized your report with all the desired fields, click on Run report.
  7. You can then Save customization to easily access this report in the future, giving it a recognizable name.

Report of All Payments to Suppliers in the Last 12 Months

  1. Again, go to the Reports menu.
  2. This time, look for "Expenses and Suppliers" reports. A report like "Transaction List by Supplier" can be a good starting point.
  3. Click on Customize.
  4. Adjust the Date Range to the last 12 months.
  5. In the Filter section, you might want to specifically choose transactions that are payments. This depends on how your QuickBooks is set up and how you categorize payments.
  6. Run the report to see all payments made to suppliers within the specified time frame.
  7. Similar to the previous report, you can Save customization for future access.

Additional Tips

  • If any of the fields you need (like EIN or Vendor ID) are not available by default, ensure these details are being captured in your supplier profiles. Sometimes customization is limited by the data you enter.
  • You can export these reports to Excel for further manipulation or integration with other systems.
  • Regularly review and update your supplier information to ensure reports are accurate and complete.
  • Use the "Share" feature in QBO to securely share these reports with team members or external stakeholders if needed.