Purchase Order Details Report

This report shows details of purchase orders made during a given period of time and, optionally, the status of the invoice. The user can see all products ordered during the period. However, it will not include Purchase Orders cloned via the Clone (Keep PO) option.


Use this report to see details of products that are ordered as well as item quantity, product cost and total product cost per order.


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.
CurrencyAllows the user to select the currency to be used in the report.
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
ProductThe name of the product
PO #Purchase Order Number the product is ordered by
PO DateDate of the purchase order
Invoice #Purchase Invoice Number
Invoice DateInvoice Date 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
CommentInvoice line comment
Required ByDate when stock is expected to be delivered
CurrencySupplier currency code this purchase is created in
Invoice Currency RateCurrency rate between supplier currency and base currency on the invoice date
Payment Currency RateCurrency rate between supplier currency and base currency on the payment date
PO StatusPurchase order status
Invoice StatusStatus of the invoice
Supplier Additional Attribute 1-10Values of Additional supplier attributes
Product Additional Attribute 1-10Values of Additional product attributes
Data Headers
QuantityOrdered quantity
CostOrdered cost (without discount)
TotalLine Total for the product (Quantity x Cost)

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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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 a number of purchase orders that were voided and subsequently recreated under the same PO number using the Keep Order# function. However, when running the Purchase Order Details report the data for these new purchase orders (under the same PO number that was also voided) do not appear. The details through the normal order screen look fine. We want the report to match our order details and not show empty data because of the voiding.

The 'Keep order#' PO cloning is basically used to receive remaining goods from a specific PO and these goods must be receivable (Stock items). But since you have already voided the PO, it won't reflect correctly. You will have to use the "New order#" option in your case to fulfil your need. You can try cloning the PO before voiding so that it will reflect correctly. However, in your case, you will need to raise new PO numbers for all of the orders that have been voided.


When I output the purchase order details report, it mentions that some of these products have zero cost and the purchase order is empty, despite the purchase order having an SKU and cost already input. Why is it so?

This is most likely due to having selected Blind Receipt during the purchase task. When you use the Blind Receipt option, you basically skip the Order section and proceed with either Invoicing or Stock Receiving depending on the input method used, so the Order details are empty. You can either use the Purchase Invoice Details report instead or Undo the purchase order, deselect Blind Receipt and fill in the Order tab before reauthorising the purchase task. 


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.


How can I see if an item was included on a purchase order but was not received or invoiced (for example, because of a split order)?  

Try the Purchase Order vs Invoice report or Stock Received vs Invoice report to analyse these quantities.


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

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