Purchase Order Report

Report Module Guide: Purchase Order Report

Module Location

Purchasing > Purchase Order > Purchase Order Report

Module Objective

The Purchase Order Report module is used to generate a highly comprehensive and flexibly filterable report for all Purchase Order (PO) activities. This report is a primary operational tool for tracking order status, monitoring purchasing activity, and analyzing procurement data in detail.

1. Report Parameters (Filter)

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

Here is an explanation for each key parameter:

• Period:

  • Specify the creation date range of the POs for which data will be pulled.

• Document & Related Party Filters:

  • You can search by a specific PO Number, Vendor, Item, or Buyer.

• Status Filter:

  • PO Status: Filter by the PO's status (e.g., open, closed, approved).

  • Goods Receipt created: Filter to see POs for which the goods have or have not yet been received (based on the Goods Receipt Note/LPB).

  • PO invoiced: Filter to see POs that have or have not yet been billed by the vendor.

2. Steps to Generate the Report

Step 1: Set Report Parameters

Select all the parameters you need from the comprehensive list to focus the report on the data you wish to analyze.

Step 2: Generate the Report

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

• Display Report: To preview the purchase order report directly on your screen.

• Export To MS Excel: To download the report data in an Excel file format. 

  

3. Example of the Report View

After you click, the system will generate a detailed report like the following, which details every item in every PO.

Report Explanation: This report displays a detailed list of each item line on every Purchase Order, grouped by the PO number.

Key Columns:

• PO Number and PO Date: Basic information of each order.

• Account Name: The name of the supplier (vendor).

• Buyer: The name of the responsible purchasing staff.

• Item Code, Item Name: Details of the goods or services ordered.

• Qty, Price: The quantity and price of each item.

• PR Number: The original Purchase Requisition reference number.

Tips & Important Notes

• Use this report to monitor the lifecycle of each purchase order. You can track it from when the PO was created to whether the goods have been received and invoiced.

• For the Procurement team, this is a crucial daily operational report for monitoring the status of all outstanding orders.

• Filtering by the Goods Receipt created and PO invoiced statuses is very useful for performing reconciliation with the Warehouse and Accounting teams.