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Run the purchase reports

See what you bought and how much you spent - by vendor, by product and by buyer. Pick the period, filter it, split it by month and save it as PDF, Excel or CSV.

Purchase 7 steps 1:45 video Purchase - Manager
Where to find it PurchaseReporting

Steps

  1. Open Purchase, then go to Reporting > Purchase by Vendor. The report adds up your purchases for each vendor. The buttons at the top right are Customize, Saved reports, Export and Share.
  2. Choose the Period: for example This month, Last month, This quarter, This year or All dates. The From and To dates fill in. You can also type your own dates.
  3. Narrow the report with the filters under the title. Based On chooses what is counted: Purchase Orders (confirmed orders) or Bills & Cash Purchases (what you were actually billed). Receipt Status and Billing Status (for example Not Billed) show what is still open. You can also filter by Vendor, Product, Product Category, Brand, Buyer and Currency. The filters work together.
  4. Click a vendor's name to see the order lines behind its figures. The period and the filters come with you. Click your browser's back button to return.
  5. Set Show to By Month to see each month in its own column.
  6. Open Reporting > Purchase by Product to see the quantity ordered, received and billed and the spend for each product. Open Reporting > Purchase by Buyer to see how many orders each person placed and how much they spent. They have the same filters, and each report keeps its own period and filters.
  7. Click Export to save the report you are looking at as PDF, Excel or CSV. The file follows the period and the filters you set.

Note

The reports count confirmed purchase orders, or posted vendor bills less debit notes plus cash purchases, depending on Based On. RFQs and cancelled orders are left out. Amounts are in your company's currency.

Tip

Set up a report you use every month, then use Saved reports to keep it. A report saved with a period such as This month updates itself each month.

Tip

To see every line you bought, or how a product's price changed, see See every purchase line (Purchase Detail) and See how a product's purchase price changed.

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Create a purchase order Start a request for quotation (RFQ) for a vendor, add the products, then confirm it into a purchase order. Purchase8 steps1:54 video Correct a confirmed purchase order Wrong quantity or price on an order you have already confirmed? Use Correct order. The order stays confirmed, and stock, bills and payments follow. Purchase5 steps1:29 video Cancel an order or delete a draft RFQ Cancel an order you no longer need and keep the record, or delete a draft RFQ for good. Purchase6 steps1:54 video