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.