# 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.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2BXimage.png)

#### 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.

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

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

### **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.

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

#### **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.