The Vendor Activity and Summaries report is designed to show you information about your Vendors over a selected time period. While Shepherd's Staff does not produce W-2's or 1099's itself, the system can produce reports that will help you produce these for your employees and vendors. This view can also help provide you with a multi-year summary of your vendors, and find out which vendors haven't been utilized during a time period.
- You can access the Vendor activity and summaries report by clicking on the "Other Reports" tab in the Finance module, and then, click on "Vendor activity and summaries" on the list of reports at the left side of the window.
- First, set the date range for this report in the "Activity from" field. Clicking the circular arrow by the left box of the date range will cycle through some pre-determined date ranges.
- The "Type" field will show you a list of all the different vendor types. Only the vendor types that are checked off will be represented in your report.
- The "Format" field will let you choose which version of this report you will run. There are four options:
- Summary / W2 information - This format will show each vendor, the address for that vendor, and an account summary for the time period, for each account that was used in a transaction for that vendor. If your date range spans multiple years, and an account was used in both years, then you will see a separate line for each year that account was used.
- Activity detail - This format will show each vendor, and each transaction that was applied to that vendor within the time period you have selected. A date, transaction type, document number, amount, status and memo will be shown for each transaction, as well as a total for the time period.
- Three-year summary - You must have a date range that spans 3 years set to see figures from each year on this report. This report will show for each vendor a total of payments and receipts for each year of the report, as well as a count, showing you the number of payments and receipts that were entered for this vendor for the final year of the report. This format will also show the total of all journal entries for each year of the report, as well as a count on the number of journal entries for the final year of the report.
- No activity in the date range - This format will show all the vendors who had no transaction activity within the date range of the report. This report will show the contact information for the vendor, including phone number and email address. This report will also show the last activity for each vendor as well.
- The "Vendor" field will let you select a single vendor if you want to run your report for just a single vendor, instead of all vendors within the types you selected.
- The "Filters" section contains four options, which will affect which vendors appear on your reports. These options are:
- Vendors requiring a 1099 be sent - When checked, this option will make it so only vendors who have the "This vendor receives a Form 1099" box checked on their record will appear in your report.
- Minister of the Gospel - When checked, this option will make it so only vendors who have the "This vendor is a Minister of the Gospel" box checked on their record will appear in your report.
- Include inactive vendors - When checked, this option will make it so vendors who have been designated as inactive in their record will appear in your report.
- Only vendors with activity - When checked, this option will only show vendors who have transactions associated with their vendor record within the selected time period on your report. This option is not available when using the "No activity in the date range" format.
- Click "Print" to generate your report.