Purchase Reports
Go to: Purchase → Purchase Reports
Purchase reporting answers three questions: what are we spending, what have we committed to that has not arrived, and how is procurement performing.
Purchase Reports
| Report | What it shows |
|---|---|
| Purchase by Supplier | Purchase value grouped by supplier |
| Purchase by Item | Purchase value grouped by item |
| Pending Purchase Order | Orders with quantity still to receive |
| Procurement Tracker | Traces procurement from purchase request through to purchase order fulfilment |
When to use which
| You want to know… | Use |
|---|---|
| Who we spend the most with | Purchase by Supplier |
| What we spend the most on | Purchase by Item |
| What is committed but not delivered | Pending Purchase Order |
| Where a specific request got to | Procurement Tracker |
| Whether a supplier delivers on time | Delivery Schedule Report |
| What arrived but is not yet invoiced | Pending GRN |
Procurement Tracker is the report to reach for when someone asks “what happened to my request”. It follows the chain from the purchase request through to how far the resulting order has been fulfilled.
Purchase Dashboard
Go to: Purchase → Dashboard
| Tile / chart | Shows |
|---|---|
| Annual Purchases | Total purchase value for the selected fiscal year |
| Orders To Receive | Count of orders with goods still outstanding |
| Orders To Bill | Count of orders awaiting supplier invoices |
| Active Suppliers | Number of suppliers you are trading with |
| Purchase Trends | Purchase values across the fiscal year |
| Item Purchase Chart | Purchase value split by item |
Use the fiscal year selector to compare periods.
Purchase Order Analysis
Go to: Purchase → Purchase Order Analysis
A focused view of order values and how far each has been billed, grouped by purchase order and filterable by fiscal year. Use it to spot orders that have been received but never invoiced, and orders where billing has run ahead of receipt.
Related reports in other modules
Because receiving and invoicing live elsewhere, several reports that matter to procurement sit in other modules:
| Report | Module | Answers |
|---|---|---|
| GRN by Supplier | Inventory | What each supplier actually delivered |
| GRN by Item | Inventory | What was received, by item |
| Pending GRN | Inventory | Received but not fully invoiced |
| Delivery Schedule Report | Inventory | Supplier on-time versus delayed performance |
| Transaction Chain | Inventory | PO → GRN → Invoice → payment, end to end |
| Unpaid Purchase Invoice | Financials | What is outstanding |
| Purchase Invoice by Supplier | Financials | Billed value per supplier |
| Un-Invoiced GRN | Financials | Goods received with no invoice yet |
| Accounts Payable / Ageing | Financials | What you owe and how overdue |
Common questions
| Question | Report |
|---|---|
| What did we spend with this supplier this year? | Purchase by Supplier |
| Which items drive our procurement cost? | Purchase by Item |
| What have we ordered that has not arrived? | Pending Purchase Order |
| What arrived but has not been billed? | Pending GRN / Un-Invoiced GRN |
| Is this supplier reliable on dates? | Delivery Schedule Report |
| Where did my purchase request go? | Procurement Tracker |
| Full audit trail of one purchase | Transaction Chain |
Tips
- Reports read approved documents. A figure that looks low usually means something is still in Draft.
- Filter by fiscal year on value reports so prior-year commitments do not distort the period.
- Review Pending Purchase Order weekly — it is the cheapest way to catch a supplier who has quietly stopped delivering.
- Compare Purchase by Supplier against the delivery schedule performance before renegotiating terms; price and reliability are both part of the deal.