Purchase Register

Report Module Guide: Purchase Register Report

Module Location

Purchasing > Reports > Register Report

Module Objective

The Purchase Register Report module is used to generate a "register book" or a detailed transactional record of all purchasing activities. This report can be generated based on a Purchase Order or an Invoice, thereby providing a complete record of all purchases within a single period.

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 parameter:

• Vendor:

  • Use this dropdown to select a specific vendor or leave it blank for all vendors.

• Based On:

  • A key filter to determine the data basis for the report:

  • Invoice: Displays the register based on purchase invoices that have already been recorded.

  • Purchase Order: Displays the register based on purchase orders that have been created.

• Date Goods Receipt:

  • Specify the From and To goods receipt date range to define the report's period (e.g., August 1, 2025, to August 14, 2025).

2. Steps to Generate the Report

Step 1: Set Report Parameters

Select the Vendor scope, the Based On report basis, and define the date range.

Step 2: Generate the Report

After all parameters are set, click the Display Report button in the bottom-left section of the page to see the report.

3. Example of the Report View

After you click, the system will generate a detailed report like the following, which details every purchase transaction.

Report Explanation: This report displays a list of all purchase transactions in detail and in sequence, functioning as a "purchasing diary".

Key Columns:

• Date: The date of the transaction.

• Vendor Code, Vendor Name, Vendor Category: Detailed information about the supplier.

• The report will also include the item details, quantity, and value of each transaction.

Tips & Important Notes

• Use this report as a "purchasing diary" for audit purposes or for summarizing daily/weekly/monthly transactions.

• The Based On selection is very important. Choose Invoice to see what has become an official liability, and Purchase Order to see the purchasing commitments that have been made.

• This is an important operational report for the Procurement and Accounting (AP) teams.