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.