Vendor Exception report

The Vendor Exception report identifies items that you have ordered but not yet received. You can filter the list for combinations of vendors, items, and document dates, and even values within certain fields such as the scheduled ship date.

Who typically needs this report?

  • Purchasers who need to identify items ordered but not yet received, so they can quickly focus on only those items in question. For example, you became aware that the capacity of a certain vendor was exceeded for high-end items recently. Thus, you can quickly construct the following query: "What items have not been delivered from this vendor in the last two months for items that have a value between $500 and $1,000?"

    • To access this report, go to Purchasing > All > Reports and select Vendor exceptions.

    Subscription Purchasing
    User type
    • Business
    • Employee
    • Project Manager
    • Warehouse
    Permissions Vendor exception: Run

    View a monthly report

    1. Generate the report.

    2. On the report settings page, select View.

      A report showing results for the default reporting period appears in your browser.

    3. Optionally, to refine the report, select Customize.

    Customize and run

    If you want to see every result for a particular category, don't make selections from any of the data entry fields. You can run this report without entering any search information. If you do that, however, the report might take a long time to run and might return too many results to be useful.

    Before running the report, you can select the time period and types of items to include as well as specify how you want the report to appear.

    1. Select the reporting period from the dropdown menu, or enter the start and end dates you want the report to cover.  If you do not specify a reporting period, the system generates a report for the current month to date.

      • You can specify either the reporting period or the start and end dates, but not both.

    2. Set the filters to get the specific data you want.

      • Filters enable you to include or exclude specific types of data in the report, such as customer, item, UPC, value, or account. As a general rule, to get fewer and more precise results in your report, set more filters.

    3. Format the report.

      • Format options will vary from report to report. Generally, you can set the layout of the report and arrange how to group and display the data contained in the report.
    4. Enter a title, subtitle, and footer text for your report.

    5. To view, process, memorize, export, or customize the report or add it to the dashboard, select one of the following options:

      • View: View the report now, in your browser.
      • Print: Display the report now, in printable PDF format.
      • Process & store: Generate the report and store it for later access. Reports can be either stored in the My Stored Reports list or delivered to a cloud storage location, such as Dropbox. Learn more about processing and storing reports.
      • Add to dashboard: Add the report to your dashboard.

      • Memorize: Memorize (that is, save) the report so that later you can refer back to it or modify and re-run it.

        You can schedule memorized reports to run on a recurring basis. Intacct can automatically email the reports or deliver them to a cloud storage location.

      • Export: Export the report to a separate file that you can then distribute or save to your local drive. File formats to which you can export the report data vary among reports.
      • Customize: After you run the report, return to the main report page and refine the report further.
      • Email: After you run the report, email to others.

      Some options are only available if you access the report from the Reports center.

    You can use trial-and-error to get the precise results you want. Just fill in the desired fields, and select View to see the report. If the results aren't what you want, select Customize to return to the report setup page and refine the report further. Repeat this process until you're satisfied.

    For complex financial reports that will be run regularly, save the report after you're done setting it up. The next time you're ready to run the report, you only have to change the As of date before running the report.

    Time period

    You can use one of the numerous pre-defined reporting periods available from the Reporting period and As of date fields, or create your own reporting period using the Start date and End date fields.

    In the Time period section, do one of the following:

    • Use the Reporting period dropdown list to select the reporting period. Either enter a date in the As of date field or use the calendar tool to select a date.
    • Enter a specific Start date, End date, or both. Alternatively, use the calendar tool to select the desired dates.

    If you complete all the time period fields (that is, if you fill in the Reporting period, As of date, Start date, and End date fields), Intacct generates your report based on the start and end dates. It ignores the As of date.

    The following table describes the fields in the Time period section.

    Field Description

    Reporting period

    These periods are relative to the As of date.

    All periods begin on the first day of the period, such as the first day of the month, quarter, or year that you select.

    As of date

    The date that Intacct will use as a baseline for the reporting period you select. Defaults to today's date.

    Start date

    Leave the Start date blank to include all information from the earliest date of your Intacct data up to and including the end date.

    End date

    Leave the End date blank to include all information from the start date up to today.

    Prompt on run

    Select this checkbox to force Intacct to wait for you (or anyone using this report) to enter a location, department, and/or time period before it will run the report.

    Report filters

    Use the filters to focus the results of your report. In effect, filters enable you to isolate and assemble just the data you want. You can set any combination of filters.

    1. You can track items either by Item ID or by UPC code. To track items by Item ID:
      • For the Report on option, select Item ID, and then use either the From item and To item dropdown lists or the Operator and Value fields to specify the items to include in your report.
        • The Operator and Value fields help you filter on specific items. For example, if you want a report on an item with the ID 879HGT453, but you remember only part of the ID, such as the HGT characters, you can select Contains from the Operator dropdown, and then enter HGT in the Value field, and select View. The system finds and displays all items where the Item ID contains the character string "HGT". If you select Includes or Excludes from the dropdown, the Value field can contain a list of values separated by commas.
    2. To track items by UPC code:
      • Select UPC as the Report on option, and then use either the From UPC and To UPC dropdown lists or the Operator and Value fields to specify the items to include in your report.
    3. Set the report to show results for a specific vendor or range of vendors. To see only the results from a specific vendor, select a vendor from the From vendor dropdown. To specify a range of vendors, also select a vendor from the To vendor dropdown.
    4. Enter a Minimum value, Maximum value, or both. Enter values that make sense with the option you select from the Min and max values apply to dropdown. In other words, you define a range of values, and then specify what those values represent.
    5. Set the report to show results on the pre-defined criteria you select from the Min and max values apply to dropdown
      • Order price: Defines the minimum and maximum values as being the price at which you ordered the item
      • No. days to ship date: The number of days between when you ordered the item and when it is to ship
      • Order number: The document number from the order itself

    Location and department filters

    These filter options appear only if you work in a multi-entity environment.

    1. To filter the report by geographic location, select the location from the Location dropdown list.

      Enter or select a location to run this report at the top level. Intacct uses the location that you specify to determine the appropriate currency.

    2. To filter the report by department, select the department from the Department dropdown list.

    3. If you want the report to cover certain locations regardless of what you select in the Location dropdown list, in the Show for dropdown list select one of the following:

      • All Locations: Include data for all locations regardless of the entity you're currently using.
      • This Location: Include data only for the entity that you're currently using.

      • Child Locations: Include data only for the locations that are child locations of your current entity.  

        For example, if your current entity is California, and you have child locations for San Francisco and Los Angeles, use this option to have the report include data only for Los Angeles and California.

    Filter options
    Filter field Descriptions

    Location

    Use to limit report results to a specific location.

    Department

    Use to limit report results to a specific department.

    Prompt on run

    Select this checkbox to force Intacct to wait for you (or anyone using this report) to enter a location or department before it runs the report.

    Show for

    Select to show different views of the data, based on the location or entity you choose:

    All locations: This option shows the data that's posted to the location or entity and its children.

    This location: This option shows only the data that's posted to the location or entity you select. The data posted to any child location is not shown.

    Child locations: This option shows only the data that's posted to the child locations of the location or entity that you select. Any data that's posted to the parent location or entity is not shown.

    Example:

    Suppose your location is United States > California > San Francisco.

    All locations would show transactions for United States, California, and San Francisco.

    This location would show transactions for United States.

    Child locations would show transactions for California and San Francisco only.

    Formatting

    1. Sort the data in the report by category. To do this, select the Sort by dropdown list, and then select the sort order you want.
      • The abbreviation "desc" after an option means "Descending order", reverse alphabetical or reverse numerical order.

    Titles and footer

    Titles, subtitles, and footers apply only to the print versions of this report. Export to Excel or CSV, or select Print for a PDF version.

    1. Enter the title in the Report title 1 field.

      • This title displays in large type at the top of the page, directly under your company name.
      • You can type over any default name that Sage Intacct might have populated in this field.  

    2. Enter the subtitle in the Report title 2 field.

      • The subtitle displays in smaller type, directly beneath the main title.
    3. Enter the footer text in the Footer text field. Footer text displays at the bottom center of the report.

    You can use up to 80 characters, including spaces, in each title, subtitle, and footer.