Overview
The Vendor Bills dataset is the primary data source for Charts related to Accounts Payable in CORE. It provides both bill-level and line-item-level detail, giving you the flexibility to build charts that show high-level payable balances or drill into individual bill line items.
Since the dataset operates at two levels simultaneously, understanding how to filter it correctly is essential before building any chart. Used without the correct filter, the dataset will combine bill-level and line-item-level rows, resulting in inflated totals.
Dataset Structure
The Vendor Bills dataset is a multi-level dataset. Each Vendor Bill can appear as either a single summary row or as multiple detail rows, one per line item on that bill. The Is Summary field controls which level the dataset returns:
- When Is Summary is set to Yes, the dataset returns one record per Vendor Bill.
- When Is Summary is set to No, the dataset returns one record per line item per Vendor Bill.
Note: Always apply an Is Summary filter to any chart built on this dataset. If the filter is not set, the chart will display both bill-level and line-item-level records simultaneously, resulting in duplicate amounts.
Fields
| Type | Column | Description | Calculation |
|---|---|---|---|
| Category | Approved By | The display name of the employee who approved this Vendor Bill. If the employee has a first or last name on record, the value displays as First Name + Last Name; otherwise, it displays the employee ID. | |
| Category | Approved Date | Date this Vendor Bill was most recently approved. | |
| Category | Billable | Indicates whether this Vendor Bill line item is billable. Values include Billable and Non-Billable. | |
| Category | Client Invoice Number | The invoice number of the client invoice on which this line item was billed. | |
| Category | Client Paid | Indicates whether the client invoice that included this Vendor Bill cost has been paid. | |
| Category | Default Project Group | The default Project Group associated with this line item. | |
| Category | Default Vendor Group | The default Vendor Group associated with this Vendor. | |
| Category | Description | The description entered on the line item. | |
| Category | Detail Type | Indicates whether this line item was entered against an Item or a GL Account. | |
| Category | Due Date | The due date of the Vendor Bill. | |
| Category | GL Account | The GL Account associated with the cost. | |
| Category | Invoice Memo 1 | ||
| Category | Invoice Memo 2 | ||
| Category | Is Service | Indicates whether this line item is a Service rather than an Expense item. | |
| Category | Is Summary | Indicates whether this record is a summary row (one row per Vendor Bill) or a detail row (one row per Vendor Bill line item). Always apply an Is Summary filter to any chart built on this dataset to avoid double-counting amounts. | |
| Category | Item | The Item or expense code associated with this line item. | |
| Category | Latest Payment Date | The date of the most recent payment applied to this Vendor Bill. | |
| Category | Level 1 Phase Name | The name of the top-level phase associated with this line item. | |
| Category | Level 2 Phase Name | The name of the second-level phase associated with this line item, if the project has one. | |
| Category | Level 3 Phase Name | The name of the third-level phase associated with this line item, if the project has one. | |
| Category | Line Memo | The memo entered on this Vendor Bill line item. | |
| Category | PO Number | The Purchase Order number associated with this Vendor Bill, if applicable. | |
| Category | Payment Status | Indicates whether the Vendor Bill has been paid. Values include Paid, Unpaid, and Partially Paid. | |
| Category | Project Manager | The display name of the project manager associated with this line item. If the manager has a first or last name on record, the value displays as First Name + Last Name; otherwise, it displays the employee ID. | |
| Category | Project/Phase | The Project or Phase this line item is billed to, shown as Project/Phase Number - Name. | |
| Category | Ref Number | ||
| Category | Resource | The Vendor ID associated with this Vendor Bill or line item. | |
| Category | Root Project Name | The display name of the root project associated with this line item. | |
| Category | Vendor Bill Date | The date the Vendor Bill was created. | |
| Category | Vendor Company | The Vendor's company name. | |
| Category | Vendor Display As | The name used to display this Vendor throughout CORE, which may differ from Vendor Name. | |
| Category | Vendor Name | The display name of the vendor associated with this line item. If the vendor has a first or last name on record, the value displays as First Name + Last Name; otherwise, it displays the vendor ID. | |
| Category | Vendor Type | The type assigned to this Vendor. | |
| Category | Workflow Status | Indicates the workflow status of this Vendor Bill. Values include Pending Submittal, Pending Approval, Unapproved, Approved, and Rejected. | |
| Value | Balance | The portion of the Vendor Bill that is still outstanding. | |
| Value | Bill Amount | The amount billed, or to be billed, for this line item (Detail) or bill (Summary). | |
| Value | Bill Rate | ||
| Value | Cost Amount | The cost of the Vendor Bill line item(s). | |
| Value | Cost Rate | The cost rate of an Item on a Vendor Bill. | |
| Value | Markup % | The markup percentage applied to this line item. | |
| Value | Purchase Tax Amount | The tax amount included on this Vendor Bill line item. | |
| Value | Purchase Tax Rate | The tax rate applied to this Vendor Bill line item. | |
| Value | Total Paid Amount | The total amount paid against this Vendor Bill. | |
| Value | Total Vendor Bill Amount | The full Vendor Bill total, repeated on every detail row so it's available regardless of filter level. | |
| Value | Units | The number of units entered for this line item. | |
| Value | Vendor Bill Number | The Vendor Bill number. |