Report for vendor late deliveries

Hi @DesantisJ 

Unfortunately, QuickBooks doesn't have a built-in, dedicated "Vendor Late Delivery Report" in the same way it has reports for sales, inventory, or expenses. However, you can use a combination of existing QuickBooks features and some manual tracking to create a system for monitoring and reporting vendor late deliveries. Here's a breakdown of how you can approach this:

1. Using Purchase Orders and Item Receipts:

• Accurate Purchase Orders:
  • Ensure you are using purchase orders (POs) within QuickBooks.
  • Crucially, record the expected delivery date on each PO. This is the foundation for tracking lateness.
• Item Receipts:
  • When you receive the vendor's shipment, use the "Receive Items" function in QuickBooks to link the received items to the corresponding PO.
  • Record the actual delivery date on the item receipt.

2. Manual Tracking and Reporting:

• Exporting Data:
  • Export the PO and Item Receipt data into a spreadsheet program like Microsoft Excel or Google Sheets.
  • QuickBooks allows you to export reports and lists to Excel.
• Calculating Delivery Delays:
  • In your spreadsheet, create a column to calculate the difference between the actual delivery date (from the item receipt) and the expected delivery date (from the PO).
  • This calculation will reveal the number of days a delivery was late.
• Creating a Report:
  • Use the filtering and sorting capabilities of your spreadsheet program to:
    • Filter for deliveries that were late (where the calculated delay is greater than zero).
    • Sort the data by vendor, delivery delay, or other relevant criteria.
  • Create a summary table or chart to visualize the late delivery data, showing:
    • Vendors with the most late deliveries.
    • Average delivery delays per vendor.
    • The total number of late deliveries.

3. Custom Fields (Advanced):

• Adding Custom Fields:
  • QuickBooks Online and some desktop versions allow you to add custom fields to transactions.
  • You could potentially add a custom field to POs or Item Receipts to track "Delivery Status" (e.g., "On Time," "Late," "Very Late").
• Reporting with Custom Fields:
  • If you correctly utilize custom fields, you can then filter reports by the custom field. This can, in a limited way, provide reporting within quickbooks. However, it will still require some manual entry.

Example Excel Calculations:

• Assume the expected delivery date is in cell A2 and the actual delivery date is in cell B2.
• The formula to calculate the delivery delay in cell C2 would be: =B2-A2
• You can then format cell C2 to display the result as a number (representing the number of days).

Key Considerations:

• Data Accuracy: The accuracy of your reports depends on the accuracy of the data you enter into QuickBooks.
• Consistency: Establish a consistent process for entering delivery dates to ensure reliable reporting.
• Regular Monitoring: Regularly review your late delivery reports to identify trends and take corrective action with vendors.
• Quickbooks Online vs Desktop: Quickbooks online and desktop have slightly different functionalities. The ability to customize fields, and the ease of exporting data can vary.

In summary, while QuickBooks doesn't have a dedicated "Vendor Late Delivery Report," you can create a workable solution by combining its PO and Item Receipt features with manual tracking and reporting in a spreadsheet program.