FAQ: Vendor Contact List Report
Answers to common questions about generating, interpreting, and using the Vendor Contact List report.
Q: Why don't I see all my vendors in the report?
A: Several reasons may explain this:
- Filters are applied. Check if any filters (region, payment terms, status) are active. Click Clear Filters to see all vendors.
- Vendor status. The report may be filtered to show only "Active" vendors. Inactive vendors are excluded by default. Look for a filter for vendor status and change it to "All" if you want to see both active and inactive vendors.
- Permissions. You must have permission to view the reports app and access to vendor data. If you see a "Permission Denied" message, ask your administrator.
Q: Can I print the report to PDF?
A: Yes. Click the Print button on the report, then select Print to PDF instead of selecting a physical printer. Your browser will let you save the PDF to your computer.
Q: Can I export the vendor list and then edit it in Excel?
A: Yes. Click the Export button, choose Excel (.xlsx) format, and the file will download. You can then open it in Excel or Google Sheets and make edits. However, note that any changes you make in Excel will NOT update the vendor records in Usystems. To update vendors permanently, edit them directly in Usystems via Contacts → Vendors.
Q: How often is the report data updated?
A: The report shows your vendor data as it exists at the moment you run the report. If you add a new vendor or update an existing vendor's information in Usystems, those changes appear in the report the next time you run it. There is no delay.
Q: Can I filter vendors by multiple regions at once?
A: Not with a single filter. The system uses AND logic, so if you filter for "Kabul" OR "Herat," you must run the report twice (once for each region) and manually combine the results. Alternatively, export both results to Excel and merge them there.
Q: What should I do if a vendor is listed twice with slightly different names?
A: This typically indicates duplicate vendor records. To resolve this:
- Go to Contacts → Vendors in the main menu.
- Locate both vendor records and review their information carefully.
- If they are truly the same vendor, contact your administrator to consolidate the duplicate records into a single vendor entry.
- If they are different (e.g., different branches of the same company), update their names to clearly distinguish them (e.g., "Acme Inc. - Kabul Branch").
Q: Can the report include phone numbers or emails that are missing?
A: No, the report only shows data that has been entered in your vendor records. If a vendor has no phone number or email on file, those cells will be blank in the report. Use the report to identify which vendors have incomplete contact information, then update their records in Contacts → Vendors to add missing details.
Q: Is there a way to see which vendors are inactive?
A: Yes. Look for a Vendor Status filter and set it to "Inactive" or "All". Then run the report to see inactive vendors. Alternatively, filter by Status = "Active" and invert the filter to find non-active vendors. The method varies by system configuration.
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