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Supplier Reports

Supplier reports help you manage vendor relationships, track catalog pricing, monitor term agreements, and maintain accurate supplier data. Use these reports to streamline procurement, evaluate vendor performance, and ensure your supplier information stays current.

ActionPath
View all supplier reportsReports → Supplier
Run a specific reportReports → Search by name
Schedule reportsAdmin → Report Scheduling

Understanding Supplier Reports

Supplier reports focus on vendor master data and relationship management rather than transactional purchasing activity. These reports help you:

  • Maintain Supplier Data: Keep contact information, payment terms, and vendor details current
  • Manage Catalog Pricing: Track supplier-specific item pricing and part numbers
  • Monitor Agreements: Review term agreements, contracts, and negotiated pricing
  • Evaluate Relationships: Analyze supplier portfolio and vendor diversity

Use supplier reports in combination with Purchasing Reports for complete procurement visibility.

Key Reports

Supplier List

Complete directory of all active suppliers with contact information and payment terms. Use this report to:

  • Update vendor contact details
  • Review payment terms and credit limits
  • Export supplier data for integration with accounting systems
  • Identify inactive vendors that need archiving

Typical Columns: Supplier Number, Name, Contact Person, Phone, Email, Address, Payment Terms, Tax ID, Active Status, Last Order Date

Filters: Active/Inactive, Location, Category, Payment Terms

Supplier Catalog

Lists items associated with each supplier, including supplier-specific part numbers and pricing. This report helps you:

  • Cross-reference supplier part numbers with internal item codes
  • Review negotiated pricing by supplier
  • Identify which suppliers carry specific items
  • Update catalog information when pricing changes

Typical Columns: Supplier, Internal Part Number, Supplier Part Number, Description, Unit Cost, UOM, Last Price Update, Lead Time, Minimum Order Quantity

Use Cases: Price verification before ordering, catalog maintenance, sourcing decisions

Term Agreements

Shows active contracts and negotiated pricing agreements with suppliers. Use for:

  • Tracking contract expiration dates
  • Reviewing negotiated price terms
  • Ensuring purchases align with agreements
  • Planning contract renewals

Typical Columns: Supplier, Agreement Number, Item/Category, Contract Price, Standard Price, Discount Percent, Start Date, End Date, Status, Minimum Volume

Filters: Expiring Soon, By Supplier, By Category

Supplier Performance Summary

Evaluates supplier reliability across multiple metrics. Tracks:

  • Order accuracy and completeness
  • On-time delivery performance
  • Quality issues or rejected shipments
  • Price variance and cost trends

Use this report alongside purchasing activity reports to make informed sourcing decisions and negotiate better terms.

Typical Columns: Supplier, Total Orders, Orders Complete, Fill Rate, Average Delivery Days, Quality Rating, Price Variance, Total Spend

Supplier Item Cross-Reference

Maps internal item numbers to supplier-specific part numbers for quick lookup. Helpful for:

  • Placing orders using supplier catalogs
  • Matching packing slips to purchase orders
  • Resolving discrepancies in shipments
  • Creating purchase requisitions

Typical Columns: Internal Part Number, Description, Supplier, Supplier Part Number, Supplier Description, Active, Last Ordered Date

Supplier Contact List

Focused contact directory for vendor communication. Use to:

  • Maintain up-to-date phone numbers and email addresses
  • Identify appropriate contacts for different functions (sales, support, accounting)
  • Export contacts for phone systems or CRM integration
  • Review contact changes over time

Typical Columns: Supplier, Contact Name, Title, Phone, Mobile, Email, Department, Preferred Contact Method

Preferred Supplier by Item

Shows which supplier is designated as the preferred vendor for each item. Use for:

  • Automated reorder suggestions
  • Sourcing optimization
  • Multi-sourcing strategy review
  • Supplier consolidation planning

Typical Columns: Item Number, Description, Preferred Supplier, Alternate Suppliers, Last Order Date, Last Cost, Average Lead Time

Report Tips

Maintenance Workflows

Run these reports regularly to keep supplier data current:

  1. Monthly: Supplier List (verify contact information)
  2. Quarterly: Term Agreements (review upcoming expirations)
  3. Semi-Annually: Supplier Catalog (update pricing)
  4. As Needed: Supplier Performance (before negotiations)

Catalog Management

Keep supplier catalogs synchronized:

  • Update catalog pricing when receiving purchase orders with different costs
  • Review catalog report for items with outdated pricing
  • Flag items without supplier assignments for sourcing review
  • Maintain supplier part number cross-references for accurate ordering

Integration with Purchasing

Supplier reports complement transactional purchasing reports:

  • Use Supplier Catalog before running Items to Order report
  • Review Term Agreements when analyzing purchase price variances
  • Consult Supplier Performance when evaluating multiple sourcing options
  • Reference Supplier List when creating new purchase orders

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