# 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.

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

#### 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.   
![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/SI6image.png)

#### **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. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/uH4image.png)

### **3. Example of the Report View**

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

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

#### **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.