Pending Purchase Orders Report

This report shows pending purchase orders. A purchase order is pending if it has been authorised but the invoice for ordered items has not been processed yet and/or stock is not received. Use this report to see the PO status and the number of items ordered, still to invoice, and still to receive for a supplier or PO #. 


Users need the Purchase Reporting permission to access this report.


Prerequisite


Table of Contents


Data from this report can be exported in Excel, PDF or RTF format. 



Input:

Reporting PeriodAllows the user to select the reporting period from a list of options or set a custom date range.
LayoutSet to the Default layout. Allows selection of saved layouts, if any. 
Save Layout AsAllows saving a layout for potential future use.
Reset LayoutResets the layout to the default layout or selected saved layout.


Select Apply Filter to set filter fields for the report and Update to refresh the output with any new changes. See Managing DEAR Reports - Filtering Reports for more detailed information about using filters. 



Output:

The following output fields are available for this report. You may have to open the More Fields dropdown menu to add some of them to your report. 


Fields
SKUProduct SKU, ordered but not yet fully billed
ProductThe name of the product, ordered but not yet fully billed
PO #Purchase Order Number the product is ordered by
PO DateDate of the purchase order
StatusPurchase status
SupplierName of the supplier who received the purchase order
YearYear of the purchase order date
QuarterQuarter of the purchase order date
MonthMonth of the purchase order date
LocationLocation this purchase is intended for
CategoryProduct category
BrandProduct brand
Product TagsComma-separated product tags
FamilyProduct family name
UnitProduct unit of measure
Required ByDate when stock is expected to be received
Supplier Additional Attribute 1-10Values of Additional supplier attributes
Product Additional Attribute 1-10Values of Additional product attributes
Data Headers
OrderedQuantity of the product being ordered
To InvoiceQuantity of the product not yet billed
To ReceiveQuantity of the product not yet received

NOTE: If you have added an Additional Attribute set to your purchase process, the attributes will appear as additional report fields. 



FAQs

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Here are some questions from DEAR users that have been answered by our support team. If your question does not appear, please do not hesitate to get in touch with DEAR support. If the feature you are looking for is not available, you can raise a feature request on our Feature Request Forum and our development team will add it to our Roadmap and work on implementing it as soon as possible.


I need to find out what purchase orders and items on them are pending for receipt – but excluding dropship purchase orders. I mean all purchase orders that are open and have not been fully receipted into stock regardless of whether it has been invoiced.

You can use Pending Purchase Orders or Purchase Order Details and filter the status by Receiving. It is not currently possible to exclude dropship purchase orders. 



How do I add a cost price in this report?

Unfortunately, the cost price is not available for the Pending Purchase Orders Report. You may just check out other Purchase Reports such as Purchase Order Details which has a cost price and is more comprehensive. You may filter the desired status by Ordering so that the result will be similar to the Pending Purchase Order Report.


I have a product not showing up on my open purchase orders report. It's a non-inventory part, but I need it on there. Can you please tell me how I can fix to add these open POs to the report? 

Unfortunately, PO reports only pull stockable items. There is currently no report which pulls non-inventory purchasing. For service items, If you are using a report that populates the products, the PO will still appear but not the item.



Is there a possibility to add an inventory field (eg. Stock On Hand) into the pending purchase order report?

Unfortunately, this is currently not possible. The Quantity on Hand is not an available field to be added in that report. Please consider running the Product Stock Level Report where you can see the current Quantity on Hand information, along with the Pending Purchase Order report. You may export these reports into Excel, where you can combine the data from both reports into a single report.


I have generated the Purchase Order Details Report. We have received and gotten billed by the supplier already but the ‘Status’ is showing ‘Receiving’ as the full PO has not been received/billed. Is there a way to generate a report that shows the ‘Status’ and ‘Invoice Status’ columns, by SKU per PO instead of by PO?

Please run the Pending Purchase Order Report to see if a purchase order has been authorised but the invoice for ordered items has not been processed yet and/or stock is not received. You may also check the Stock Received vs Invoice report which compares stock received vs items invoiced. You can see what has been received but not invoiced or what has been invoiced but not received. You can view the Sale Order Details Report, and it will show if items were already invoiced or not yet. 


We have run the Pending Purchase Order Report and some items are coming up on the report where in fact the PO has been closed. I have noticed that if we have ordered 3 items but only received 2 & was invoiced for 2, it shows up on the Pending Purchase Order Report that we still require 1 item. How do I remove the 1 item from the report?

If there is no further stock to receive, you can click Mark as Received on a purchase order to remove it from the Pending Purchase Orders report.



Can you please tell me why PO-XXXX is missing from this report?

Usually, this is an issue with the date filters. By default the date filter is set to 'Last Month', however, if you are part-way through the next month, this may miss some recent POs. Try setting the reporting period to 'Last 30 days' or setting a custom date range instead. Missing entries can also be caused by cache problems. Try clearing your cache and refreshing to see if the issue persists. 


Still no answer to your question? Please do not hesitate to get in touch with DEAR support.

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