Unmatch Purchase Order

Report Module Guide: Unmatched PO Report

Module Location

Purchasing > Reports > Unmatched Purchase Order

Module Objective

The Unmatched PO Report module is used to generate a report that identifies discrepancies between the quantity of goods ordered on a Purchase Order (PO) and the quantity of goods received on the Goods Receipt Note (LPB/RR). This report is a crucial control tool for detecting short shipments or over shipments from suppliers.

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:

  • Filter the report by All vendors or a Selected vendor.

• Purchase Type:

  • Select the type of purchase you wish to display, whether Local or Import.

• Start Date / To Date:

  • Specify the creation date range of the POs to be checked (e.g., August 1, 2025, to August 31, 2025).

2. Steps to Generate the Report

Step 1: Set Report Parameters

Define the Vendor scope, Purchase Type, and the date range.

Step 2: Generate the Report

After all parameters are set, click one of the two buttons in the bottom-left section of the page:

• Display Report: To preview the unmatched PO 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 report like the following, which details every PO that has a quantity mismatch.

Report Explanation: This report will display a list of Purchase Orders where there is a difference between the quantity ordered and the quantity received.

Key Columns for Analysis:

• Purchase Order: The PO number being analyzed.

• PO Quantity: The quantity ordered on the PO.

• RR Qty: The quantity received at the warehouse (based on the Goods Receipt Note).

• Status: Shows the status of the mismatch.

Tips & Important Notes

• Use this report routinely to identify shipping problems from vendors quickly.

• Every line that appears on this report requires follow-up, either by communicating with the vendor for clarification or with the warehouse team for re-verification of the receipt.

• This report is crucial for the Procurement and Accounting (AP) teams to ensure the company only pays according to the quantity of goods actually received.