# 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.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/dM7image.png)

#### 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. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/kzgimage.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-/4NEimage.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-/Fgfimage.png)

#### **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.