FAQ: Vendor Payments Report
Quick answers to common questions about running, filtering, and using this report.
Why is a payment missing from my report?
Check the date range: make sure the payment date falls within your selected date range. Payments outside this range will not appear.
Verify vendor selection: if you filtered by a specific vendor, the payment will only appear if it matches that vendor.
Confirm payment status: some systems hide cancelled or pending payments by default. Check that your status filter includes the payment's status.
Can I see who approved a payment?
The Vendor Payments report shows the payment amount, date, and method, but not the approver. This information is typically found in the approval workflow logs. Contact your administrator if you need to audit approval history.
How do I reconcile this report with my bank statement?
- Filter the Vendor Payments report by Payment Method: Bank Transfer and the same date range as your bank statement.
- Compare the dates and amounts in the report to your bank statement.
- Look for discrepancies (payments in the report but not the bank, or vice versa).
- For timing mismatches, check if a payment is still pending (not yet cleared by the bank).
- If amounts don't match, verify that the currency exchange rate (in multi-currency environments) has been applied correctly.
Can I see partial payments to a vendor?
Yes. The report lists each payment as a separate transaction. If you made two payments to the same vendor on different dates, they will appear as two rows. Use the "Group By: Vendor" option to see the sum of all payments to each vendor.
What does "Pending" status mean?
A pending payment has been recorded in your system but may not have cleared the bank yet. Bank transfers typically take 1-3 business days. Check your bank statement to confirm the payment has been processed.
How do I find a payment by cheque number?
Use the Reference Number filter (or Cheque Number filter if available) and enter the cheque number. The report will return only payments matching that cheque number.
Can I see payment refunds or reversals?
Some payment reversals may appear as negative amounts or be recorded separately. If you issued a refund to a vendor, it may be shown as a separate transaction or as a negative payment amount depending on your system configuration. Contact your administrator if you are unsure how reversals are recorded in your system.
Why is the total in my report different from my monthly bank balance?
The Vendor Payments report shows only outgoing payments to vendors. Your bank balance also includes other transactions (sales deposits, payroll, loans, bank fees, etc.). To compare, filter the Vendor Payments report to the same date range as your bank statement, then add that total to other outflows to see if it matches.
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