Vendor Balance & Open Bills Reports Guide

How to use vendor balance, open bills, vendor history, and accounts payable journal reports to review what is owed, what remains open, and what happened over time in QBM.

Purchasing & Vendors Accounts Payable End-User Guide

Overview

This report family helps answer different vendor-side questions. Some reports show overall balances, some show open bills, and some show the full history behind those balances.

Balance ReportsShow vendor balances at a selected date.
Open BillsShows unpaid or partly paid bills and open credits.
History ReportsShow vendor transaction movement over time.

Reports Covered

Report Menu Path Main Use
Vendor Balance Summary Reports > Vendors > Vendor Balance Summary High-level balance view by vendor.
Vendor Balance Detail Reports > Vendors > Vendor Balance Detail Supporting detail behind the vendor balance.
Unpaid Bills / Open Bills Reports > Vendors > Open Bills Open vendor bills and, where selected, open vendor credit memos.
Vendor Transaction History Reports > Vendors > Vendor Transaction History Chronological vendor-side movement over a selected range.
Accounts Payable Journal Reports > Vendors > Accounts Payable Journal Payable transaction activity for review, export, and closing support.

Common Filters

Field Or Option What It Means
Vendor Review one vendor or all vendors.
Date / Date Range Choose the balance date or activity period to review.
Show Zero Balance Include vendors with no outstanding balance when you want a full control list.
Display Type Choose list or graph where the summary report supports visual output.
Currency: Base / Transactions In detail reports, choose whether to review balances in base currency or in original transaction currency.
Show Credit Memo Includes open vendor credits with the open-bill list.
Include Zero Amount In transaction history, includes zero-amount lines when a full movement trail is needed.

When To Use Each Report

Vendor Balance Summary

Use this when you want a quick answer to which suppliers are owed money and how much is outstanding overall.

Vendor Balance Detail

Use this when the summary total needs explanation or when a supplier statement has to be checked in more detail.

Unpaid Bills / Open Bills

Use this for the actual bill list that still needs payment. Turn on Show Credit Memo when you also want open vendor credits visible in the same review.

Vendor Transaction History

Use this when the question is about the full history of activity with a vendor, not only what is still unpaid.

Accounts Payable Journal

Use this when finance wants a payable transaction report for review, reconciliation support, and structured period reporting.

Suggested Workflow

  1. Start with Vendor Balance Summary to identify vendors needing attention.
  2. Use Open Bills to see which bills remain unpaid or partly paid.
  3. Move to Vendor Balance Detail for supporting balance detail.
  4. Use Vendor Transaction History when the full history of activity matters.
  5. Use the Accounts Payable Journal for broader finance review and export.

Best Practice

  • Use summary reports for payment planning and detailed reports for explanation.
  • Show credit memos when the review should reflect the vendor's net open position.
  • Use transaction-currency detail for foreign-currency vendor accounts.
  • Do not confuse open bills with transaction history. One shows what is unpaid, the other shows what happened.
Important: If vendor balances look incorrect, review bills, vendor credits, allocations, and recent payments before finalizing the payable review.