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The Big Cahoona in CT
February 9, 2024
Question

The same company as a customer and vendor. Is there a report to see both sides of A/P and A/R for these companies?

  • February 9, 2024
  • 2 replies
  • 0 views

We buy and sell to the same companies so they are both on A/R and A/P with a slightly different name. On either side of the ledger there may be sales, purchases, debits or credits. We buy, sell and get items repaired and certified for aircraft. Everything is serialized for traceability.  I need a report that shows the total balances for each company. We buy, sell, do warranty exchanges or refund the money for a damage item. This can be from either side A/P or A/R. We need a way to tract this without having to go by memory.

 

Here is a long winded route for two items, one bought and the other sold to the same company.

 

We buy item Radio 1 from Company X - PO 1000 - for $200.00

Radio 1's invoice # INV80000 - for $200.00

Unit was sent to get certified at Company X2 - PO 1001 - it cost $130.00 to get it certified.

Company X2's invoice # Sales300 - $130.00

Unit is place it in inventory

We then sell Radio 1 to Company Y - our Invoice 6000 for $550.00

It has shipping damage, so it's sent back to Company X2 - PO 1002 to re-inspect/repair it. We had sent our customer a return air bill to the certification shop to cover the shipping costs.

We replace Radio 1 with another unit Radio 2, It's shipped out on Invoice 6001

Radio 1 is now in our inventory again after getting re-inspected and repaired by Company X2 at $75.00 because it was shipping damage that caused the problem, not their faulty work.

Radio 1 is sold again to another company on Invoice 6002

We now sell a different item to Company X on Invoice 6003 for $800.00 

Then Company X buys 150 items for $1.35 each on Invoice 6004, we don't have that many in stock so we go purchase them from Company Y on PO 1003 for $0.76 each.

 

I'm sorry if anyone's head is spinning, but we deal with this daily. This doesn't include inspecting/certifying units with unknown problems, the cost associated with those repairs, parts to get the units repaired, shipping costs back and forth.

 

How can I get a handle on seeing both sides of the equation A/P and A/R in one report to see whom owes whom money?

 

 

2 replies

R
ReymondO
February 9, 2024

Hi there, @The Big Cahoona in CT. Thanks for sharing the complete details of your concern.

 

For now, there is no available report that would show both A/P and A/R transactions. However, you can run both A/P and A/R Aging Summary or Aging Detail reports and export them to Excel. This way, you can combine the reports and compare your data. 

 

Here's how to run reports:

 

  1. Go to the Reports menu and select Customers & Receivables. 
  2. Run the A/R Aging Summary or A/R Aging Detail reports.
  3. Set its reporting period and customize its filters.
  4. Click the Excel icon.
  5. Select Create New Worksheet and then Export.
  6. Go back again to the Reports menu, then click Vendors & Payables. 
  7. Open the A/P Aging Summary or A/P Aging Detail reports and set its reporting period, then customize its filters.
  8. Click the Excel icon.
  9. Select Create New Worksheet, then Export and combine the reports in your Excel window.

 

I can see how the availability of this report would help you in reviewing your transactions in QuickBooks Desktop. Therefore, let me take note of this as a suggestion to help improve your experience in the program. On the other hand, you can send feedback to our developers. They can review your request and most likely include them in future updates. 

 

In addition, I'll share these resources for more tips on handling reports in QBDT:

 

 

Please let me know if you have further queries about handling reports in the program. I'm always here to provide more help. Have a good one.

T
The Big Cahoona in CTAuthor
February 15, 2024

I did exactly as stated and have two separate reports in Excel, how is this any different from seeing two reports in QB? I combined those two reports in Excel to see whom owes whom money and how old they are? It's not what I thought I'd get and then there is no way to double click on an Excel report field and go to that document in QB.

What am I missing?

 

The two background aging summaries are from QB and the forward image is from a Excel spread sheet.

In the report the A/P is in white, A/P is yellow. See American Flyer as a company that has both A/P and A/R.

 

Wayne

K
Kurt_M
February 15, 2024

Hello there, @The Big Cahoona in CT.

 

We appreciate you trying out the recommendation provided by our colleague. Since the option to access a specific report that shows the data you need, it's best to send a feature recommendation to our Product Development. This way, they can evaluate your request and add it to the next program update. We'll write down the steps to get you going:

 

  1. Access your QuickBooks Desktop company.
  2. Click the Help option.
  3. Select the Send Feedback Online option.
  4. Click the Product Suggestion option. A pop-up window displays.
  5. Enter your feedback suggestion.
  6. Click the Send Feedback button. The feedback is sent.

 

See this page for more information: How do I submit feedback?

 

Regarding double-clicking the data inside the Excel file to access the transaction, please know that it's only applicable inside the QBDT report. You can click the amount within the report you're accessing inside the program to review the transactions.

 

In addition, here's an article to help you modify a report inside QBDT to add more details to it: Customize reports in QuickBooks Desktop.

 

We're always ready to respond if you need more assistance accessing business reports inside the program. Don't hesitate to comment below so we can get back to you as soon as possible. Keep safe.

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