Contents
Purchasing reports help you track purchase orders, monitor supplier performance, and identify items that need reordering. Use these reports to streamline procurement workflows, maintain optimal stock levels, and ensure supplier accountability.
| Action | Path |
|---|---|
| View all purchasing reports | Reports → Purchasing |
| Run a specific report | Reports → Search by name |
| Schedule reports | Admin → Report Scheduling |
Purchasing reports fall into several categories:
Most purchasing reports can be filtered by date range, supplier, item, or warehouse to focus on specific procurement activities.
Shows all purchase orders that have not been fully received or closed. Use this report to:
Typical Columns: PO Number, Supplier, Order Date, Expected Date, Status, Items Ordered, Items Received, Outstanding Value
Identifies items that need reordering based on minimum stock levels, reorder points, or usage patterns. This report helps you:
Typical Columns: Item Number, Description, On Hand, Reorder Point, Quantity to Order, Preferred Supplier, Last Order Date, Usage Rate
Filters: Warehouse, Category, Supplier, Priority
Complete record of all purchase orders over a specified time period. Use for:
Typical Columns: PO Number, Supplier, Order Date, Received Date, Total Value, Items, Status
Measures how closely received items match purchase order specifications. Tracks:
Use this report to evaluate supplier reliability and negotiate better terms.
Typical Columns: Supplier, Orders Placed, Orders Complete, Accuracy Rate, Average Delivery Time, Price Variance, Quality Issues
Lists all items currently on purchase orders, showing when they’re expected to arrive. Helpful for:
Typical Columns: Item Number, Description, Quantity Ordered, Quantity Received, PO Number, Supplier, Expected Date, Warehouse
Compares actual purchase prices to standard or last costs. Use to:
Typical Columns: Item Number, Description, Supplier, PO Price, Standard Cost, Variance Amount, Variance Percent, Order Date
Groups purchase order activity by item category or commodity type. Useful for:
Typical Columns: Category, Total Ordered, Total Value, Number of POs, Top Suppliers, Average Order Size
Chronological record of all items received, whether from purchase orders or direct receiving. Use for:
Typical Columns: Receive Date, PO Number, Supplier, Item Number, Description, Quantity Received, Receiver Name, Warehouse
Summarizes the total value of open purchase orders by supplier, buyer, or time period. Helps with:
Typical Columns: Supplier, Number of Open POs, Total Outstanding Value, Oldest PO Date, Largest PO Amount
Analyzes the time between order placement and receipt for each supplier. Use to:
Typical Columns: Supplier, Item Category, Average Lead Time, Minimum Lead Time, Maximum Lead Time, Number of Orders, On-Time Percentage
Plan Reorders Proactively: Run the Items to Order report weekly to prevent stockouts. Filter by high-priority or fast-moving items.
Monitor Supplier Performance: Use the Supplier Accuracy and Lead Time reports quarterly to identify reliable vendors and address issues early.
Reconcile Open Orders: Review the Open Purchase Orders report before month-end closing to ensure all receipts are recorded and unnecessary orders are closed.
Track Spending: Use PO History and Outstanding PO Value reports to monitor procurement budgets and forecast cash requirements.
Filter Strategically: Most reports support filters by date, warehouse, supplier, and item category. Use these to focus on specific areas of concern.
Export for Analysis: Export reports to Excel for deeper analysis, pivot tables, or integration with financial systems.
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