Running the Vendor Balance (Summary & Detail) report

What this does

The Vendor Balance report shows how much money you owe each of your vendors (outstanding bills) or have credited to your account (vendor prepayments or overpayments). You can view the data in summary form (one line per vendor) or in detail (all transactions included).

Before you start

• You must have at least view access to the Reports section.
• You need to have existing vendor transactions (bills, payments, or purchases).
• Decide whether you want Summary view (totals only) or Detail view (line-by-line transactions). Both are available in the same report.

Steps

1. Go to Reports on the main menu. Open in Usystems

2. Under Receivables & Payables Reports, select Vendor Balance (Summary & Detail).

3. Choose your report view:

   • Summary: Shows one row per vendor with their total balance (amount you owe or credit available).
   • Detail: Shows every transaction contributing to that balance.

4. Set any filters you need (date range, specific vendors, currency, etc.). See "Filters and options" for details.

5. Click Run Report (or the equivalent button on the report form).

6. The report displays on screen. You can now read it, export it, or print it.

Accounting impact

This report pulls data from your Accounts Payable (AP) ledger. It includes all unpaid bills and any prepayments or credit notes you have issued or received from vendors. The balances are calculated at the reporting date you select, typically today's date.

Tips & common mistakes

• Timing: Run the report at the end of your business day or cycle to get accurate closing balances.
• Filters: If a vendor appears missing, check whether they have a transaction date outside your filter range.
• Currencies: If you work in multiple currencies, the Summary view shows each vendor's balance in the currency they invoiced in; use the currency filter to isolate one currency if needed.