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About this lesson

Let's discuss what can be found on the vendor home page.

Quick reference

Ribbon and vendor list

The ribbon and vendor list is a list of active vendors in QuickBooks Online and a way to filter vendor based on predefined criteria.

When to use

The vendor list is a great directory to quickly view transactions relating to specific vendors. It's also useful to quickly see which vendors are linked to open transactions such as overdue bills and open purchase orders.  

Instructions

  1. Click on the word expenses in the left side menu bar
  2. Click on the word vendors in the menu that pops out to the right
  3. To filter the vendor list:
    1. Click on the colorful ribbon
      1. Blue = open purchase orders
      2. Orange = overdue bills
      3. Gray = open bills (including the overdue)
      4. Green = vendors paid in the last 30 days 
    2. Enter a vendor name in the search box to the right of batch actions
  4. To view transactions relating to a vendor click on the vendor name

Hints & tips

  • A quick and easy way to find historical transactions related to a vendor (such as bills, credit and debit card charges) is to find that vendor on the vendor list and then click on their name. 
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  • 00:04 I want to talk to you about the expense ribbon and the vendor list.
  • 00:09 To get there,
  • 00:10 what we'll do is we'll click on Expenses on the left hand side of the screen.
  • 00:14 Click on expenses ,it's going to take you to this.
  • 00:18 What you see here is that you're looking at the vendor list.
  • 00:22 You know you're looking at the vendor list because you can see the names of
  • 00:25 the vendors.
  • 00:26 But also you know you're looking at the vendor list because
  • 00:29 the tab at the top has vendors underlined.
  • 00:33 Alternatively, if you underline expenses, you're going to see a list of
  • 00:37 expenses that you've logged in near QuickBooks in date, order.
  • 00:41 I almost never look at that list.
  • 00:44 So when you look at the vendor list you have a list of all your vendors.
  • 00:48 If you wanted, you can narrow down your list of vendors
  • 00:51 by clicking on the ribbon on the top of your screen.
  • 00:55 So right now the ribbon says I have $0 overdue.
  • 00:59 Meaning that I don't have any bills that I have entered that are currently overdue.
  • 01:04 To the right of that, I've two bills that are open and that are overdue.
  • 01:10 The two bills total $4,000.
  • 01:13 When I looked down here I have my vendor list of all my vendors.
  • 01:16 If I click on the gray in this bar, it's going to change my vendor list and
  • 01:21 just show me the vendors that have open bills.
  • 01:24 So Candy R Us 1 open bill.
  • 01:26 Plucky Paper Company, 1 Open bill.
  • 01:29 I can click on the hyperlink for 1 Open bill, and
  • 01:32 it will show me, okay, here's my transactions.
  • 01:36 Over to the right, I can see Open.
  • 01:38 I can click on it if I want.
  • 01:39 If I click on it, it opens up the bill so I can see it.
  • 01:42 When I'm done reviewing the bill, I can click Cancel, Escape on the keyboard, or
  • 01:46 the X in the upper right-hand corner.
  • 01:49 To get back to my vendor expense list, I'm going to click on Expenses.
  • 01:54 It's going to take me right back here.
  • 01:56 It's still filtered to only show me these two.
  • 01:59 I know that I have more than two vendors in my vendor list.
  • 02:02 It's just showing me these.
  • 02:04 To make it so it shows me more,
  • 02:06 I'm going to click on the blue hyperlink that says Clear Filter/ View All.
  • 02:12 Over to the right if I wanted, I can click on the green bar.
  • 02:17 Not terribly interesting, but it's doable.
  • 02:19 And then I can clear the filter.
  • 02:22 Oftentimes, when I'm here, I might take a look and say, okay, who do I owe money to?
  • 02:26 Yeah, that's right.
  • 02:28 Clear the filter.
  • 02:29 This is an alternative to going to reports and
  • 02:31 grabbing the accounts payable aging report.
  • 02:35 When I look down below, I have a list of my vendors.
  • 02:38 I can scroll to look at my vendors or I can search.
  • 02:42 So if I search, will do Adobe for example.
  • 02:47 It can look at all the transactions that pertain to Adobe.
  • 02:53 To get back to my vendor list, I can click on Vendors in the upper left hand corner,
  • 02:58 or I can click on Expenses and then Vendors.
  • 03:02 If I wanted to create a bill for a vendor,
  • 03:05 I can create a bill by clicking Create bill to the right.
  • 03:09 If I want to create an expense or write a check, I can do that.
  • 03:13 If I want to turn somebody off or hide them, I can make them inactive here.

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