View information about your purchasing via the Reports module. Most reports can be automatically generated and sent out to authorised users using the Report Scheduling feature available to DEAR customers with Automation module subscriptions.
Users will need the Purchase Reporting permission to view or edit purchase reports. See Managing Users & Roles for more information on setting user permissions.
This article displays a summary of each DEAR Purchase report, click the links to see further information about each report and answers to common user questions. It is not possible to generate custom reports in DEAR, but the layout can be reorganized and existing report fields can be added and removed. Please check the tables in this article to see which fields are included in each report.
For more information on searching, filtering, exporting and scheduling reports, please see Managing DEAR Reports.
Pending Purchase Orders: 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 PO status and number of items ordered, still to invoice, and still to receive for a supplier or PO #.
Purchase Order Details: Shows details of purchase orders. This detailed view breaks down purchase orders by product. Use this report to see details of which products are ordered and item quantity, product cost and total product cost per order.
Purchase Order Summary: Shows a summary of purchase orders. This summary view displays purchase orders without product details. Use this report to see order totals, invoice totals and amount due for each supplier order within a date range.
Stock Received Not Invoiced: Displays purchase orders where stock has been received but the supplier has not yet issued an invoice. Use this report to see the item quantity, item cost and total cost for orders with stock received but not yet invoiced.
Purchase Invoice Details: Shows details of purchase invoices. This detailed view breaks down purchase invoices by product. Use this report to see details of which products have been ordered and item quantity, product cost and total product cost per invoice.
Purchase Invoice Summary: Shows a summary of purchase orders. This summary view displays purchase orders without product details. Use this report to see invoice totals, amount paid and amount due for each supplier invoice.
|Field Name||Pending Purchase Orders||Purchase Order Details||Purchase Order Summary||Stock Received not Invoiced||Purchase Invoice Details||Purchase Invoice Summary|
|Can be scheduled?||Yes||Yes||Yes||Yes||Yes||Yes|
|Invoice Due Date||Yes|
|(Invoice line) Comment||Yes||Yes|
|Invoice Currency Rate||Yes|
|Payment Currency Rate||Yes|
|Supplier Additional Attribute 1-10||Yes||Yes||Yes||Yes||Yes|
|Product Additional Attribute 1-10||Yes||Yes|
|Purchase Process Additional Attributes||Yes||Yes||Yes?||Yes|
|Total (Qty of product on order)||Yes||Yes||Yes||Yes|
|(Product Qty) To Invoice||Yes|
|(Product Qty) To Receive||Yes|
|Product Cost (on Order)||Yes|
|Product Cost (on Invoice)||Yes||Yes|
|(Qty x Cost) Total (On order)||Yes|
Purchase Order vs Invoice: Compares what has been ordered vs what has been invoiced. Use this report to view discrepancies between order and invoice item quantity, order and invoice cost per item, and order and invoice total.
Stock Received vs Invoice: Compares stock received vs invoice. Use this report to see what has been received but not invoiced or what has been invoiced but not received for a selected reporting period, along with the order total. You can choose the currency in which to display the order total.
Purchase Invoices & Credit Notes: Shows all authorised purchase invoices and credit notes applicable to the selected time period. Use this report to see invoices and credit notes for each supplier, what products it relates to and amount, tax and total. Amounts can be shown in supplier currency or your base currency.
Purchase Cost Analysis: Details the costs associated with every product during a given period. Use this report to view Quantity, Main Cost, Additional Cost, Journal Cost and Tax for every product received into stock over the reporting period. The output can be customised to show product details, PO #, supplier, location, status and reporting period.
Supplier Financial Summary: Shows summaries of all financial transactions for every supplier including opening balance, total invoiced, total paid and closing balance for the selected time period. You can choose which currency in which to display the summary.
Product Prices by Supplier: This report shows the latest price and fixed price (if applicable) for every supplier/product combination. Prices are shown in supplier currency. It also supplier SKUs and whether dropshipping is enabled. This report allows for editing of data via CSV export/import. This report can not be customised.
Inventory Suppliers: This report, like the above, shows the latest price and fixed price (if applicable) for every supplier/product combination. Use this report to customise the output to show various product details such as supplier SKU/name, category, product family, brand and more.
|Field Name||Purchase Order vs Invoice||Stock Received vs Invoice||Purchase Invoices and Credit Notes||Purchase Cost Analysis||Supplier Financial Summary||Product Prices by Supplier||Inventory Suppliers|
|Can be scheduled?||Yes||Yes||Yes||Yes||Yes||Yes|
|Supplier Product Name||Yes||Yes||Yes|
|Invoice Due Date||Yes||Yes|
|Credit Note #||Yes|
|Credit Note Date||Yes|
|Supplier Product URL||Yes||Yes|
|(Invoice line) Comment||Yes|
|Stock Received Status||Yes|
|Supplier Additional Attribute 1-10||Yes||Yes||Yes||Yes||Yes||Yes|
|Product Additional Attribute 1-10||Yes||Yes||Yes||Yes||Yes|
|Purchase Process Additional Attributes||Yes||Yes||Yes|
|Show Journal Costs||Yes|
|Total (Qty of product on order)||Yes||Yes||Yes (- unstock qty)|
|(Product Qty) Invoice||Yes||Yes|
|Qty Difference (between order and invoice)||Yes|
|(Product Qty) Received||Yes|
|Qty Difference (between invoice and received)||Yes|
|Product Price (on Order)||Yes|
|Product Price (on Invoice)||Yes||Yes|
|Price Difference (between order and invoice)||Yes|
|(Qty x Price) Total (On order)|
|Order total||Yes||Yes (for received only)|
|Invoice total||Yes||Yes||Yes (for period)|
|Total difference (between order and invoice)||Yes|
|Paid total||Yes (for period)|
|Credit note total||Yes|
|Tax inclusive total||Yes|