Supplier List Reports

Supplier List Reports

Supplier List Reports in EquiBillBook provide comprehensive listings of all suppliers in your system, including their details, contact information, and key metrics. These reports are useful for supplier management, analysis, communication, and record-keeping.

What are Supplier List Reports?

Supplier List Reports include:

• Complete list of all suppliers
• Supplier contact information and details
• Supplier status (Active, Inactive)
• Supplier categories or groups
• Key metrics (total purchases, outstanding balance, last purchase date)
• Custom fields and additional information

Accessing Supplier List Reports

To generate supplier list reports:

1. Navigate to the Reports module from the main menu
2. Click on "Supplier Reports" or "Payables Reports"
3. Select "Supplier List Report" or "Supplier Master Report"
4. Alternatively, go to Suppliers → "Reports" → "Supplier List"
5. Configure report parameters and filters
6. Click "Generate Report" or "View Report"

Report Configuration Options

1. Supplier Selection

Filter which suppliers to include:

• All Suppliers: Include all suppliers in the system
• Active Suppliers: Include only active suppliers
• Inactive Suppliers: Include only inactive suppliers
• Specific Supplier: Generate report for a single supplier
• Multiple Suppliers: Select specific suppliers to include
• Supplier Category: Filter by supplier category or group

2. Additional Filters

Apply additional filters:

• Branch/Location: Filter by branch (if using multi-branch)
• Date Range: Include suppliers with activity in a specific date range
• Outstanding Balance: Filter by outstanding balance range
• Purchase Amount: Filter by total purchase amount
• Search: Search for suppliers by name, code, or other criteria

3. Column Selection

Choose which information to include:

• Basic Information: Name, code, contact details
• Address Information: Billing address, shipping address
• Contact Information: Phone, email, contact person
• Financial Information: Credit limit, payment terms, outstanding balance
• Transaction Summary: Total purchases, last purchase date, number of transactions
• Tax Information: GST number, tax details
• Status Information: Activation status, category
• Custom Fields: Any custom fields defined for suppliers

Report Contents

Supplier Details Included

Each supplier entry typically shows:

• Supplier Code: Unique supplier identifier
• Supplier Name: Name of the supplier
• Contact Person: Primary contact name
• Phone Number: Contact phone number
• Email Address: Contact email address
• Address: Billing address
• City/State/Country: Location details
• GST Number: Tax identification number
• Supplier Category: Category or group
• Status: Active or Inactive
• Credit Limit: Maximum credit allowed
• Payment Terms: Payment terms (e.g., Net 30)
• Outstanding Balance: Current amount due
• Total Purchases: Total purchase amount (period or all-time)
• Last Purchase Date: Date of most recent purchase
• Number of Transactions: Count of purchase transactions

Summary Information

The report may include summary totals:

• Total Suppliers: Count of suppliers in the report
• Active Suppliers: Count of active suppliers
• Total Outstanding: Sum of outstanding balances
• Total Purchases: Sum of total purchases
• Average Outstanding: Average outstanding balance per supplier

Report Formats

1. Detailed List

Comprehensive list with all available information:

• All supplier details included
• Multiple columns of information
• Best for complete supplier database export

2. Summary List

Condensed list with key information:

• Essential supplier information only
• Key metrics and status
• Best for quick reference

3. Category-Wise List

List grouped by supplier category:

• Suppliers organized by category
• Subtotals by category
• Best for category analysis

Sorting and Grouping

Organize the report:

• Sort by: Name, Code, Outstanding Balance, Total Purchases, Last Purchase Date
• Sort Order: Ascending or Descending
• Group by: Category, Status, Branch
• Multiple Sort Levels: Primary and secondary sort criteria

Exporting Supplier List Reports

Export reports in various formats:

• Export to Excel: Download in Excel format for further analysis and manipulation
• Export to CSV: Export data in CSV format for import into other systems
• Export to PDF: Generate PDF reports for printing or sharing
• Print: Print supplier list reports directly from the system

Use Cases for Supplier List Reports

1. Supplier Management

Use for supplier administration:

• Review complete supplier database
• Update supplier information
• Verify supplier details
• Manage supplier status

2. Communication

Use for supplier communication:

• Export supplier contact list
• Create mailing lists
• Send bulk communications
• Maintain contact directories

3. Analysis

Use for supplier analysis:

• Analyze supplier portfolio
• Identify key suppliers
• Review supplier distribution by category
• Assess supplier concentration

4. Record-Keeping

Use for documentation:

• Archive supplier lists
• Create supplier directories
• Maintain audit records
• Document supplier information

Best Practices for Supplier List Reports

• Generate supplier list reports regularly for record-keeping
• Export reports in multiple formats for different uses
• Use filters to create focused reports for specific purposes
• Keep archived copies of supplier lists for historical reference
• Review and verify supplier information in reports
• Use reports to identify suppliers requiring updates
• Share relevant reports with team members as needed
• Use reports for supplier database cleanup and maintenance
• Export reports before making bulk changes to supplier data
• Use reports to analyze supplier distribution and concentration

Related Articles

Learn more about:

• Supplier Statement Reports
• Supplier Payment Reports
• Supplier Purchase Reports
• Creating Suppliers
• Supplier Categories

Supplier List Reports are essential tools for managing your supplier database, maintaining supplier information, and analyzing your supplier portfolio. EquiBillBook provides comprehensive reporting capabilities to help you effectively manage and analyze your suppliers.