Purchase Order Report

Report Module Guide: Purchase Order Report

Module Location

Purchasing > Reports > Purchase Order Report

Module Objective

The Purchase Order Report module is used to generate a comprehensive and highly filterable report for all Purchase Order (PO) activities. This report is a primary monitoring tool for tracking the PO lifecycle, from its approval status, goods receipt status, to its invoice status.

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:

• Vendor:

  • Filter the report by All vendors or a Selected vendor.

• Advanced Status Filter:

  • Approval Status: Filter POs by their approval status (e.g., still pending or already approved).

  • Good Received Status: Filter POs by the status of goods receipt at the warehouse.

  • Invoice Status: Filter POs by the status of the invoice from the vendor.

• PO Date:

  • Specify the creation date range of the POs to be displayed (e.g., August 1, 2025, to August 31, 2025).

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: The report will display a detailed list of each item line on every Purchase Order.

Key Columns:

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

• Vendor Name: The name of the supplier.

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

• Qty, Price, Total Amount: The quantity and value of each ordered item.

Tips & Important Notes

• Use this report to monitor the complete lifecycle of each purchase order.

• For the Warehouse team, the Good Received Status filter is very useful for tracking which orders are expected to arrive from suppliers.

• For the Accounting (AP) team, the Invoice Status filter is very useful for tracking POs that do not yet have a billing invoice from the vendor.