# Document Flow Report

### **Report Module Guide: Document Flow Report (Purchasing)**

#### **Module Location**

#### Purchasing > Reports > Document Flow Report

#### **Module Objective**

#### The **Document Flow Report** module for Purchasing is used to generate a report that tracks the entire end-to-end document flow of the procurement process. This report visually links one document to the next, starting from the **Purchase Requisition**, to the **Purchase Order**, **Goods Receipt**, **Purchase Invoice**, and finally to the **Payment (Cash Book)**.

### **1. Report Parameters (Filter)**

#### The main page of this module is a form containing various parameters to customize the report that will be generated.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/A2simage.png)

#### Here is an explanation for each parameter:

- #### **Document No**:
    
    
    - #### Use this field to search for and trace the flow of one specific document number (for example, a Requisition number or a PO number).
- #### **Vendor**:
    
    
    - #### Filter the report by **All** vendors or a **Selected** vendor.
- #### **Date From / To**:
    
    
    - #### Specify the date range of the documents whose flow you want to see.

### **2. Steps to Generate the Report**

#### **Step 1: Set Report Parameters**

#### Select all the parameters you need to focus the report on the transaction(s) you wish to trace.

#### **Step 2: Generate the Report**

#### After the parameters are set, click one of the two buttons at the bottom:

- #### **Display Report**: To preview the document flow report directly on your screen. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/zwQimage.png)
- #### **Export To MS Excel**: To download the report data in an Excel file format. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/nauimage.png)

### **3. Reading the Document Flow Report**

#### The generated report will display the interlinked document flow for each purchase request.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/q4Nimage.png)

#### **Report Explanation**: This report displays the purchasing document flow, grouped by **Vendor**.

#### **Document Flow Structure**: This report shows the complete flow from left to right:

1. #### **Request Number**: The initial stage (Purchase Requisition).
2. #### **Purchase Order Number**: The official order to the vendor.
3. #### **Receipt Report Number**: Proof of goods receipt at the warehouse.
4. #### **Invoice Number**: The bill from the vendor.
5. #### **Cash Book**: Proof of payment to the vendor.

#### **Document Status**: Pay attention to the status next to each document number (e.g., \[approved\], Not Paid) to know its progress at each stage.

### **Tips & Important Notes**

- #### Use this report to get a complete picture of a purchase order's **lifecycle**, from the initial request until it is paid in full.
- #### This report is very useful for the **Procurement and AP (Account Payable)** teams to track document status and identify bottlenecks in the process.
- #### If the **Invoice Number** or **Cash Book** columns are still empty, it indicates that the process has not yet been completed up to the billing or payment stage.