Purchase Order Report

Reports Menu -> Automatic Reporting -> Function INPH30 -> runs Purchase Order Report

This report lists all outstanding and/or closed Purchase Orders with their dates, for a Vendor selection and a specified date range.
It can be printed for all Agent Codes, or a single Agent.
It can be printed to a report or output to a spreadsheet in summary or product detail.

The Purchase Order Report can be setup to be run automatically with the results emailed to staff, by setting up INPH30 with the relevant filters and email addresses in the Automatic Reporting.

Note: The Clerk code that prints on the output reflects the last clerk that updated the P.O.

The prompts are:

PURCHASE ORDER STATUS

Select one of the following options:

• Select Open to list only the Purchase Orders with one or more items that have not yet been received.
  This option also includes Purchase Orders with no line item details on the order.
• Select All to include all Purchase Orders regardless of open, closed, invoice or cancelled status.
• Select Cancelled to include only the Purchase Orders that have been cancelled from the CANCEL button action on the Purchase Orders screen.
• Select Received Not Invoiced to list only Purchase Orders that have been fully received but an invoice has not yet been entered in A/P Invoices by P.O.
• Select Closed and Invoiced to list only Purchase Orders that have been fully received and the invoice has been created in A/P Invoices by P.O.

Purchase Orders are considered 'Closed' when all products have been received in the Warehouse Receiving even though the A/P invoice may not yet have been entered.

Note: Closing a Warehouse Receipt transaction through the Outstanding Warehouse Receipts utility without invoicing it will not change the status of the P.O. from "Received not Invoiced" as that is still true, and the P.O. will be included in the "Received not Invoiced" category for the 'Purchase Order Status' filter.

To identify and update Purchase Orders that have been received but not yet invoiced and may never need to be invoiced, run the Outstanding Warehouse Receipts report and use the update tool provided.

FROM DATE

Accept the default starting date or enter a preferred starting date for the report.

TO DATE

Accept today's date or enter an ending date for the report.

FROM VENDOR#

Leave this field blank for all vendors or enter a starting vendor number or select one from the Vendor Search window.

TO VENDOR#

Leave this field blank for all vendors or enter an ending vendor number or select one from the window.

FROM P.O.#

Leave this field blank for all P.O.'s or enter a starting P.O. number for the list.

TO P.O.#

Leave this field blank for all P.O.'s or enter an ending P.O. number for the list.

ALL AGENTS

Check this box for all Purchasing Agent Codes.

Uncheck this box to select a specific Agent Code.

AGENT

Enter a Purchasing Agent Code or select one from the drop-down list as setup in Purchasing Agents.

DIVISION, "ALL" OR "SEL"

• Type ALL to include all divisions in the report.
• To print the report for a single division, leave this field blank for the Head Office Division, or enter a specific division code, or select a division from the drop-down list.
• Type SEL to select several specific divisions or divisions by accounting region to include in the report, as outlined in Division Select By Region.

Note: The division of each P.O. always prints on the summarized output, but for the detailed report it only prints on the spreadsheet because of space limitations.

REPORT TYPE

Select one of the following sorting options:

• Select Summary to list the Purchase Orders with the vendor number, and name, Purchasing Agent code and name, P.O. date, division, reference and clerk code from the P.O.
  When both open and closed P.O.'s are included, a status column is printed.
  The spreadsheet output also includes the P.O. Instructions, P.O. Terms, Open status, and P.O. Reference.

  When determining which P.O.s to include in the summarized report the 'Purchase Order Status' of the header is respected.
  On the PDF summary the column 'Status' identifies the status of O-open, R-received (not invoiced), C-closed (received & invoiced) and X-Cancelled.

• Select Detail to print a line for each product ordered on the P.O. with the product order details including quantities, costs, and dates.
  This is useful when trying to make past cost and quantity purchase comparisons.
  Type and Category information is also output.
  In addition the spreadsheet output also includes the P.O. Instructions, P.O. Terms, Open status, P.O. Reference, Inventory G/L Account and the clerk code from the P.O.

  When determining which P.O.s to include in the detailed report the selected 'Purchase Order Status' filter checks the individual product line status.
  This means when printing only Open Purchase Orders, if any product has an outstanding quantity it will be included in the list, showing the order balance, and the last quantity received with dates and costs.
  On the PDF detail the column 'S' identifies the status of O-open, R-received (not invoiced), C-closed (received & invoiced) and X-Cancelled.

  Report totals for order quantity, order cost, and order balance are provided.

SORT ORDER

Select one of the following sorting options:

• Select Vendor# to print the Purchase Orders by supplier.

• Select P.O.# to print the Purchase Order list sequentially by P.O. document number.

• Select Category to print the Purchase Order details according to the optional Type and associated Category as entered on each expanded product detail line of Purchase Orders.
  This sort option is only provided with the Detail report or spreadsheet output.

  The Category Types for rental or sale products order include:
  

  BLANK - to stock (default), C - Contract, O - Other, S - Sales Order, W - Work Order
  The Types for non-inventory orders include:
  
  E - Re-Rental, F - Freight, N - Non-Rental (default), R - Repair, V = Contract Service

PRINT COMMENTS

This option only applies to the Summarized report when printed to a document, and does not apply to the spreadsheet.

Check this box to print the P.O. header notes on the Summary PDF report.
Uncheck this box to suppress the P.O. header notes.

REPORT OPTIONS

This value defaults to the operator preference as defined in Operators.
Select one of the output options to Print a report or export the data to Excel as outlined in Report Options.

Finished?

Click the ACCEPT button to generate the report, or CANCEL to abort.