# 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.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/3dbimage.png)

#### 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. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/l95image.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-/amkimage.png)

### **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.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/0s9image.png)

#### **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.