# 88. Expense Report by Vendor

[Expense Report by Vendor](https://autosoftware.company/expense_report_by_vendor.php) lists purchases from your suppliers for a period, one line per purchase, with the part bought, the supplier's invoice number and the amount. It answers what you bought from whom, and for which job. Use it to check a supplier's statement against what ARM recorded, to see what one vendor has cost you in a month, and to trace a part back to the job it was bought for.

## How do I run the Expense Report by Vendor?

1. From the Home Screen, click Reports → Shop Expenses & Vendor Reports → Expense Report by Vendor.
2. Set the date range in the From / To selector. It opens on the first of this month to today.
3. To see one supplier, start typing in Supplier Name and pick the name from the list, or leave it empty for all suppliers.
4. To narrow the report to one kind of expense, choose it in Select Account, or leave it on Select Account for everything. The list works as it does on All Expense Report.
5. Click SEARCH to load the report. SHOW ALL clears the supplier and account and reloads.
6. Click PRINT for a PDF copy of the table, PRINT GROUPED BY VENDORS for the grouped expense report described below, or DOWNLOAD to export to a spreadsheet.

![Expense Report by Vendor filters](/images/s235_15efc31a.png)
*Expense Report by Vendor filters*

![Expense Report by Vendor list](/images/s235_1ddefa57.png)
*Expense Report by Vendor list*

![Expense Report by Vendor table footer](/images/s235_ecb0f875.png)
*Expense Report by Vendor table footer*

![Expense Report by Vendor filtered by account](/images/s235_71163aa2.png)
*Expense Report by Vendor filtered by account*

![Expense Report by Vendor filtered by supplier](/images/s235_71d02a6b.png)
*Expense Report by Vendor filtered by supplier*

## How do I read the grouped printout?

1. From the Home Screen, click Reports → Shop Expenses & Vendor Reports → Expense Report by Vendor, and run it for your date range.
2. Click PRINT GROUPED BY VENDORS. The PDF is headed Expense Report From with your dates. It is a different layout from the screen, not the same table sorted another way.
3. Purchases are grouped first by expense type, in a band such as Expence Type: A - OPP, and then by supplier, in a Supplier Name: band. Each line shows Date, Supp. Inv. #, Item Description, Our Inv# (the real invoice number), Our Cost, Method Paid, Sale Price (what the part was sold to the customer for), Sales$ / O.P (sale price divided by cost) and Expese type.
4. Total Purchase Form: under each supplier is what you spent with that supplier. Example: $11.80 + $20.04 + $38.97 = $70.81. Summary of Payments for Suppliers near the foot lists each supplier with the same figure.
5. Use those two figures for what was spent. The lines below them, Total Paid By Cash, Total Paid By Check, Total Paid By Credit Card, the Total: for the expense type and Grand Total All Expenses, count only purchases paid by cash, cheque or credit card. Anything bought on a Vendor Charge Account is left out of them. Example: all three purchases here were on a vendor charge account, so every one of those totals reads $0.00 although $70.81 was spent.
6. For the same reason, the last line, Sales $ / O.P, only gives a true ratio when some purchases were paid by cash, cheque or card. Here it shows 70.81, which is the total sale price, not a ratio. Work the ratio from the lines instead: $70.81 sale price ÷ $70.81 cost = 1.

![Expense Report by Vendor printout](/images/s235_309f2be6.png)
*Expense Report by Vendor printout*

![Expense Report by Vendor printout grouped by vendors](/images/s235_c9efecc2.png)
*Expense Report by Vendor printout grouped by vendors*

## About this screen

Total: above the table is the amount of every purchase the report found, on every page. Each line shows the DATE of the purchase, the DESCRIPTION of the part, the SUPPLIER INV. NO. from the supplier's invoice or order, the INV. NO., the PART NO., the VENDOR NAME, the AMOUNT and the ITEM TYPE: OPP for an outside part purchase, SHOP for a shop expense, OIL for an oil purchase and PART for a part purchase. Click any heading with arrows to sort by it.

INV. NO. on the screen is ARM's internal reference for the invoice, not the invoice number the customer sees. To find the job a part was bought for, use [PRINT GROUPED BY VENDORS](https://autosoftware.company/mpdf/expense_report_pdf.php): its Our Inv# column prints the real invoice number. Example: a purchase showing 705883 on screen is invoice 335111.

The row at the foot of the table repeats the column names and shows one figure under AMOUNT: the total of the lines on the page you are looking at. When the whole report fits on one page, as here, it matches the Total: above the table. On a longer report, use Total: above the table for the period's figure.

Choosing an account in Select Account limits the list to that account. Here Part Purchases for May to July 2026 returns 13 purchases totalling $968.77.

Choosing one name in Supplier Name lists only that supplier's purchases, and Total: becomes what you spent with them. Example: three purchases at $11.80, $20.04 and $38.97, a total of $70.81.

[PRINT](https://autosoftware.company/mpdf/expense_report_by_vendor_pdf.php) gives the same table as the screen, headed Expense Report By Vendor From with your dates, with the total in the foot row.

To list every expense for a period, not just supplier purchases, run All Expense Report. To see outside part purchases next to what the customer paid for them, run OPP & Shop Paid Outs Report.