Reports

The Reports page has 22 ready-made reports for the questions people ask most: what suppliers do we have, what's renewing, what's overdue, where does the money go, and what would an auditor want to see. Every report is built live from your records at the moment you open it.

Where to find it and how to use it

Open "Reports" from the main menu.
Choose a report from the tabs.
Click "Print or save as PDF" to print or save it (choose "Save as PDF" in your browser's print window), or "Download for Excel" to get a CSV file named after the report and today's date.

Each report shows your logo, the report name and description, your organisation, the date and the number of rows. In the Excel download, money is written as plain numbers so you can add it up. If you've filtered to an area, the report covers only that area and says so. Reports are included in every plan.

Unless a report says otherwise, closed (offboarded) suppliers are left out. Money is in your reporting currency.

The reports

Report	What's in it	Columns
Supplier register	Every supplier.	Supplier, Area, Tier, Stage, Supplier manager, Value (committed), Contract end, Notice by, Checks with evidence, Residual risk
Payment practices	How quickly you pay suppliers, for each half of your financial year, newest first.	Reporting period, Invoices paid, Average days to pay, Paid in 30 days or fewer, Paid in 31 to 60 days, Paid in 61 days or more, Value paid, Value paid in 30 days or fewer, Value paid in 31 to 60 days, Value paid in 61 days or more, Payments due in the period, Not paid within agreed terms, Value not paid within agreed terms, Not paid within agreed terms because of a dispute
Procurement Act duties	Every Procurement Act 2023 duty not yet done for each contract, overdue first. See Procurement Act 2023.	Supplier, Contract, Duty, Due, Status
Payments compliance notice	The figures for the Procurement Act payments compliance notice, for each six-month period (1 April to 30 September, 1 October to 31 March), ready to publish.	Period, Publish by, Invoices paid, Average days to pay (from the day after receipt), Paid in 1 to 30 days, 31 to 60 days, 61 days or more, Paid in line with the prompt payment terms, Due in the period but not paid in it
Payments over £30,000	Payments over £30,000 including VAT on contracts procured from 1 April 2026, by quarter, in the columns the Central Digital Platform asks for. Not yet in force for Welsh contracting authorities.	Quarter, Our PPON, Procurement identifier, Contract identifier, Supplier, Supplier identifier, Payment net of VAT (£), Payment date, Invoice, Check
Retention review	Closed suppliers and anything under legal hold: when each record can be deleted. See Retention and legal hold.	Supplier, Stage, Closed, Keep records until, Legal hold, Status (Keep, Can be deleted, Keep: legal hold)
Renewals and notice deadlines	Contracts whose notice deadline is within the next 12 months, including any already missed, soonest first. Contracts that have already ended are left out. An auto-renewing contract that has rolled forward stays in, with its notice date worked out from the rolled-forward end date; the Contract end column shows the end date as entered.	Supplier, Contract end, Notice by, Days to notice (negative once passed), Auto-renews, Review status, Decision, Value
Onboarding status	Suppliers being onboarded.	Supplier, Stage, Controls passed, Outstanding, Next step, Owner
Risk register	Every supplier's risk position.	Supplier, Tier, Inherent, Residual, Last assessed, Next due, Sanctions, Cyber Essentials, CE expiry
Overdue tasks by team	Every open task past its due date.	Team, Task, Supplier or event, Assigned to, Due, Days overdue
Spend by area	Spend grouped by area, largest committed share first. Every area with a live supplier or actual spend has a row.	Area, Live suppliers, Committed, Share, Actual last 12 months
Purchase requests	Every one-off purchase request.	Ref, Request, Requested by, Budget holder, Supplier, Cost, Status, Signed off by, PO, Ticket
Outsourcing register (FCA)	Suppliers with an FCA outsourcing record.	Supplier, Service, Outsourcing, Classification, Important business services, FCA notified, Data location, Audit & access rights, Termination rights, Sub-outsourcing consent, Substitutability, Exit plan tested, Cloud, Last risk assessment, Contract end
ISO 27001 supplier controls	Live suppliers, against ISO 27001 controls A.5.19 to A.5.23.	Supplier, Tier, Data or system access, Checks met, Gaps
Related and connected parties	Suppliers marked as related or connected.	Supplier, Connected person and relationship, Spend this financial year, Declared / Reported to DfE, Approved by / DfE approval, Reference
Bank detail changes	Every bank-change request, including for closed suppliers.	Supplier, Requested, How, Warning signs, Call-back, Confirmation of Payee, Penny test, Outcome, Released or rejected by
Executive supplier report	Live Tier 1 suppliers, plus Tier 2 suppliers with high residual risk, an overdue risk or contract review, or an open escalation.	Supplier, Tier, Committed, Actual 12 months, Residual risk, Risk review, Contract review, Renewal, Open escalations, Improvements open
Service improvements	Every improvement.	Supplier, Improvement, Source, Benefit, Estimated a year, Achieved a year, Owner, Supplier lead, Target date, Status
Obligations register	Every contract obligation, ours and the supplier's.	Supplier, Obligation, Whose, Type, Clause, Owner, Due, Repeats, Status, Last met, Note
Supplier scorecards	Suppliers with a scorecard: the latest quarter.	Supplier, Tier, Quarter, each measure with its weight, Weighted score, Change on previous quarter, Survey responses
Supplier review results	Each launched review cycle, one row per supplier. Professional plan.	Review cycle, Period, Status, Supplier, Answered, Combined score, Score (0-100%), Score by department, Lowest-scoring question
How suppliers see us	Each supplier feedback cycle: the overall score, every question, and what suppliers wrote. Professional plan.	Feedback cycle, Period, Question, Score, Answers

How some columns are worked out

Value / Committed: the "Committed spend" on the contract, converted to your reporting currency.
Actual 12 months: invoices in the last 365 days plus orders not yet invoiced. See Spend, usage and licences.
Share (Spend by area): the area's committed spend as a percentage of all live committed spend. Live suppliers and Committed count live suppliers only, but Actual last 12 months covers every supplier in the area, including ones being onboarded, exiting or closed.
Days to notice: days from today to the notice deadline; negative means it has passed.
Dashboard performance table: the Dashboard's Supplier performance chart has a table with each KPI, a Score and From: "Scorecard" and the quarter where the supplier has a weighted quarterly scorecard, otherwise "Average of KPIs".
Spend this financial year (Related parties): invoices and uninvoiced orders since the start of your financial year, set in Settings › Organisation › Financial year starts (April unless you change it, or September for academy trusts). For academies the report shows "NEEDED" when any single invoice or order is over £40,000 and no approval date is recorded.
Status (Obligations): "Done", "Overdue", "Due soon" or "Open".

Payment practices

Large UK companies and LLPs must publish how quickly they pay suppliers twice a year under the payment practices reporting rules. The Payment practices report works out the main figures from your own invoices, and is useful even if you don't have to report.

Periods are the two halves of your financial year, set in Settings › Organisation › Financial year starts (April unless you change it, or September for academy trusts).
Days to pay run from the day each invoice was received (the invoice date if no received date is recorded) to the paid date. Only invoices with the status Paid and a paid date count as paid.
The shares paid in 30 days or fewer, 31 to 60 days and 61 days or more are given by number and by value.
"Not paid within agreed terms" covers invoices due in the period (their due date, or the received date plus the supplier's payment terms in days) that were paid late, are unpaid after their due date, or were ever marked Disputed. It's given by number and value, with the share due to a dispute. An invoice marked Disputed at any time never counts as paid on time.
The report says how many invoices it had to leave out or estimate: paid with no paid date, no received date, or no due date or payment terms.
Full method and a worked example: How figures are calculated.

The report is a starting point, not a filing. Check the reporting period, which payments are in scope and the wording against the official guidance on GOV.UK before you publish anything.

Good to know

On screen, a report shows its first 200 rows, with Show more and Show all. "Print or save as PDF" and "Download for Excel" always include every row, and the row count at the top is the full count.
All 20 reports are always listed. Some depend on modules or profiles you use (for example the FCA, academy and Procurement Act reports), so they may be empty if you don't use them.
In the Renewals report the Decision column shows the decision in words, such as "Renew as is", "Renegotiate figures" or "Exit · do not renew".
There's no separate savings report; see Savings for where savings totals are shown.
For a complete export of everything, admins can use "Download all data". See Audit trail and packs.
To connect reports to Power BI or Excel automatically, use the API (Enterprise plan).

Safe to open in Excel

In every download for Excel, a cell that would start with =, +, -, @, a tab or a line break starts with an apostrophe instead, so a supplier name or comment can never run as a formula in Excel or Google Sheets. A negative number therefore shows as text, for example '-0.3.

Still have a question?Email hello@suppliervault.co.uk or use the contact form. Try anything safely in the live demo.