Vendor Activity

The Vendor Activity report provides a consolidated summary of vendor purchasing and payment activity for a specified date range. It groups activity by vendor, expense account, or location, and includes optional columns for cost of goods sold, contract price variance, and accrual detail.

When General Ledger Account access is restricted for a user, dollar amounts tied to restricted accounts are masked on this report.

The My Reports search bar can be used to search R365's entire catalog of reports.

Open the Reports app.
Navigate to My Reports.
Enter all or part of the report name in the search bar.
The Results tab will open with the list of search results.
From beneath the report name, click Run to run the report with the selected report view.
-OR-
Click Customize to adjust the report parameters and run the report.

Overview of report options in Restaurant365 with highlighted run and customize buttons.

Report Parameters

Field/Column	Description
Filter By	A list of all filter categories. Filter categories will vary based by report.
Filter	A list of filter options determined by the 'Filter By' category selected.
View By	Groups the report by: Vendor (default) Legal Entity (scoped the same way legal-entity restrictions apply elsewhere in the report) Location Expense Account Payment Type (for example, Check, ACH, or Credit Card)
Date Type	Determines how the report's date range is set. Custom Date Range - uses free-form start and end date pickers and is the default Week/Period - populate the start and end dates from the fiscal calendar The maximum custom range is 14 months. Longer ranges are automatically shortened to fit, and a "!! SHORTENED" indicator appears in the report header.
Show COGS	When Yes, adds a column showing cost of goods sold activity for each group.
Show Contract Variance	When Yes, adds a column showing the difference between contract price and invoice price for items with a contract price on file.
Show Accrual Split	When Yes, adds a column showing the accrual amount split across prior, current, and future fiscal periods based on dates of service.
Run Button	Generates the report. Click the down arrow to the right of the Run button to export, email, or print the report.

Report Layout

Clicking within a row opens the Vendor Activity Detail report in a new tab to show transaction-level detail. Learn more about the Vendor Activity Detail report below.

Column	Description
View By	The vendor, expense account, location, legal entity, or payment type name, depending on the selected View By option.
Invoices	The total invoice amount posted for the group during the selected date range.
Credits	The total credit memo amount posted for the group during the selected date range.
Total Purchases	The combined purchase total for the group during the selected date range.
Total COGS	The cost of goods sold amount for the group. Appears when Show COGS is selected.
Payments	The total payment amount made to the group during the selected date range.
Contract Variance	Displays Yes when there is a difference between contract price and invoice price for the group. Appears when Show Contract Variance is selected.
Has Accrual	Displays Yes when there is an accrual amount for the group, split across prior, current, and future fiscal periods. Appears when Show Accrual Split is selected.
Current Unapplied Amount	The vendor's invoice and credit memo amount not yet applied, as of right now — independent of the report's selected Date Type/range. Vendor view only.
Current Unapproved Amount	The vendor's amount currently pending approval, as of right now — independent of the report's selected Date Type/range. Vendor view only.
Last Invoice Date	The date of the vendor's most recent invoice, independent of the report's selected Date Type/range. Vendor view only.
Last Payment Date	The date of the vendor's most recent payment, independent of the report's selected Date Type/range. Vendor view only.
Total	Footer row summing the Invoices, Credits, Total Purchases, Total COGS, and Payments columns across all groups.

Vendor Activity Detail

The Vendor Activity Detail report shows invoice- and transaction-level detail behind a single group on the Vendor Activity report. It opens when a row, or a drillable snapshot-column figure, is clicked, and is scoped to that row's vendor, expense account, location, legal entity, or payment type plus the active date filter.

Clicking within a COGS, Contract Variance, Accrual Split, Current Unapplied Amount, Current Unapproved Amount, Last Invoice Date, or Last Payment Date column scopes the Vendor Activity Detail report further, to only the transactions behind that specific figure.

Expanding a Legal Entity row opens the Vendor Activity Detail report with the subtitle "Purchases by Legal Entity - {LegalEntityName}," following the same subtitle and column conventions as the Location view's drill-down (the Vendor column is shown, and Expense Account is resolved the same way the Location drill-down resolves it).
Expanding a Payment Type row scopes the Vendor Activity Detail report to that payment type, showing the underlying invoices, credit memos, and payments for every vendor using it — a broader transaction mix than a single-vendor drill-down.

Column	Description
Transaction Number	The transaction's document number, hyperlinked to the record: an AP invoice or journal entry opens in the current transaction editor, and a credit memo or payment opens in the legacy transaction editor.
Type	The transaction type — Invoice, Credit Memo, or Payment.
Date	The transaction's date.
Expense Account	The GL expense account the transaction line is posted to.
Location	The location the transaction is posted to.
Amount	The transaction's dollar amount.
Status	The transaction's application status (for example, Unapplied).
Pending Approver	The user each pending transaction's approval is currently waiting on.
Applied To	Displays the check number when an invoice has been paid by a payment, or the credit memo applied to the transaction.

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