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Xero supplier spend report

Xero supplier spend report

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Hello,

I am looking to produce a supplier specific spend report using Xero. In the good/(bad) old days it was a case of producing a supplier day book report for invoices and credit notes using Sage filtered to the appropriate supplier.

There are a significant number of transactions involved and I am trying to understand the data used for the reports as I get two different total spend figures for the year using the following which is a worry:

Accounting>Reports>Purchases>Supplier Invoice Report

Accounting>Reports>Purchases>Payable Invoice Summary

The total value I am looking at is just under £2m total purchase ledger spend and there is a £8k difference between the figure reported using these two reports?

The first report looks like the expected day book format.

The second report is the newer Xero report with more filter options and refers to source as 'payable invoice' 

I would still expect these to report the same figures for the same periods or have I got this wrong?

I have tested this across a couple of other clients with a similar result although, looking at single months in isolation, some months do agree.

Can anyone confirm why the figures would be different?

 

Replies (10)

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boxfile
By spilly
15th Jan 2020 22:54

Have you asked Xero about this? Yes, there is a delay in getting a response, but they will be able to give you the reasons for the differences (hopefully).

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Replying to spilly:
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By CWservices6064
16th Jan 2020 11:17

................awaiting a reply

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By DouglasN
16th Jan 2020 10:05

Could the "payable invoice" report be using the payment due date rather than the invoice date?

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Replying to DouglasN:
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By CWservices6064
16th Jan 2020 11:18

I've been very careful with the filtering. Some months in isolation do come up with the same figures indicating that I have this covered.

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By Wanderer
16th Jan 2020 10:09

Not helpful to you but VTT+ has the report you are seeking all available at a click or two.

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Replying to Wanderer:
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By CWservices6064
16th Jan 2020 11:23

I am a VT user and agree that it is great. It wouldn't work for this client as we have a number of users in their business as well as us requiring access.

Xero works very well for most things but the lack of some of the usual basic reports and functionality is a negative e.g. day books, payments on account not appearing on statements etc.

All stuff that has been requested for development on Xero forums by many but obviously not sexy enough to address or put on the 'road map'.........

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Replying to Wanderer:
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By CWservices6064
16th Jan 2020 11:23

I am a VT user and agree that it is great. It wouldn't work for this client as we have a number of users in their business as well as us requiring access.

Xero works very well for most things but the lack of some of the usual basic reports and functionality is a negative e.g. day books, payments on account not appearing on statements etc.

All stuff that has been requested for development on Xero forums by many but obviously not sexy enough to address or put on the 'road map'.........

Thanks (0)
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By CMP Accountant
16th Jan 2020 12:01

I have two suggestions;

One - Are you using multiple currencies? The old style 'Supplier Invoice Report' defaults to GBP only, whereas the newer style 'Payable Invoice Summary' includes all currencies by default.

Two - On the 'Payable Invoice Summary' have you included a filter of 'Status' to show only; Active, Approved, Billed, Current, Paid, Declined? By default this report includes other invoice types, ie draft, deleted, void etc.

If neither of the above then I am out of ideas.

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Replying to CMP Accountant:
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By CWservices6064
16th Jan 2020 12:51

Thanks, option one will not apply but I will have another look at option two.

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By CWservices6064
16th Jan 2020 15:48

Xero have come back and explained the difference:

'Payable Invoice Summary report includes deleted and voided bills and Supplier Invoice report doesn't as a default.

Using the 'Payable Invoice Detail' report you need to click report settings and add a status filter excluding deleted and void invoices.

Why have two supposedly interchangeable reports with different defaults.......

Glad I checked before I sent the client the supplier spend figure as I would have used the new report and included void/deleted transactions.

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