Purchase Order Report

The Purchase Order report generates a formatted purchase order to be sent to a vendor.

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In the Reports module, you will need to select a Purchase Order Number and click the GENERATE REPORT button the first time you open this report to see anything. In addition to the Reports module, you can access this report in the Purchase Orders module. Click on a purchase order, and click the More button in the action bar. Then click Show Report to bring up a Purchase Order report for the purchase order you clicked on.

This report initially has all of the columns selected, but if you were to unselect the columns, the report would have the following sections/columns by default:

• Order # - The order number, which distinguishes this purchase order from every other purchase order in the system.
• Date - The month, day, and year (MM/DD/YYYY) the purchase order was created.
• Vendor - The physical address of the vendor that will be shipping items to you.
• Ship to - The physical address the item(s) in the purchase order are to be shipped to.
• UOM - The unit of measure attached to all units of the item(s) in the purchase order.

The default title for the report is Purchase Order, but this can be changed. Your logo and main contact phone number (both found in the Company section of the Settings module) are on the top-left of the report. The page number appears on the bottom-right.

To the right of the report, you will find a number of options to customize the information contained in the report.

Required and optional

The Required section has a single dropdown menu: Purchase Order Number. This allows you to generate a Purchase Order report for any purchase order you have created, even if it’s different than the one you’re currently looking at in the Purchase Orders module. As mentioned above, this will have to be filled out first in the Reports module to generate a report.

The Optional section is below the Required section. It includes the following fields to modify the report:

• Report Title - A textbox for entering the title of the report. You can change the title on the top-right of the report to anything you like by entering it here.
• Show Barcode - A checkbox that places a barcode at the top of the purchase order, which can be scanned to pull up the purchase order on a mobile device.
• Show Company Address - A checkbox that places your company’s address above the phone number on the top-left of the report.
• Show Company Name - A checkbox that places your company’s name (as found in the Company section of the Settings module) above the address on the top-left of the report.
• Show Line Item - A checkbox that places any notes you added in the Edit Purchase Order Item wizard under the description of the item(s) in the report.
• Show Contact - A checkbox that places the contact associated with the purchase order under the Ship to address in the report.
• Show Notes - A checkbox that places any notes you added in the Details tab of the purchase order under the Vendor box in the report.
• Show Vendor Item Name - A checkbox that replaces the names of all items in the purchase order with those found in the Vendor Items tab of the Items module.
• Show Status - A checkbox that places the purchase order’s current status under the Report Title on the top-right of the report.

You can click the Select All Optional checkbox to check all of the checkboxes in the Optional section. That will do everything listed above in the Optional section except for changing the Report Title. That can only be done manually.

Columns

The Columns section enables you to add the following parts to the report:

• Show Cost - A checkbox that adds a Unit Cost column to the left of the UOM column and a Total Cost column to the right, as well as the Total dollar amount underneath on the right.
• Item SKU - A checkbox that adds a column to left of the Unit Cost column showing the stock-keeping unit number of the item(s) in the purchase order.
• Item Description - A checkbox that adds a column in between the SKU and Unit Cost columns showing the description of each item as found in the Edit Purchase Order Item wizard.
• Show Row Number - A checkbox that adds a number to the left of each item contained in the purchase order indicating its relative position and the total number of items in the purchase order.
• Item Name - A checkbox that adds an Item column in between the Row Number and SKU columns showing each item’s name. It will either show the name in your system or the vendor’s, based on whether or not you clicked the Show Vendor Item Name checkbox in the Optional section.
• Item Quantity Ordered - A checkbox that adds a column in between the Unit Cost and UOM columns showing how many units of an item are on the purchase order.
• Item Type - A checkbox that adds a column in between the Row Number and Item Name columns showing which transaction type each item falls under.
• Order Buyer - A checkbox that adds a Buyer box under the Vendor and Ship to boxes showing the User responsible for creating the purchase order.
• Order Date Scheduled - A checkbox that adds a Date Scheduled box to the right of the Buyer box showing when the purchase order is scheduled to be fulfilled by.
• Order FOB Point - A checkbox that adds an FOB Point box in between the Buyer and Date Scheduled boxes showing the Free On Board Point that was selected for the purchase order.
• Order Payment Terms - A checkbox that adds a Payment Terms box in between the Buyer and FOB Point boxes showing the payment terms associated with the purchase order.
• Order Carrier - A checkbox that adds a Ship Via box in between the FOB Point and Date Scheduled boxes showing which carrier is attached to the purchase order.
• Order Ship Service - A checkbox that adds a Service box in between the Ship Via and Date Scheduled boxes showing the shipping service provided by the carrier selected for the purchase order.
• Order Shipping Terms - A checkbox that adds a Shipping Terms box in between the FOB Point and Ship Via boxes, showing the shipping terms for the purchase order.

Click the Select All Columns checkbox to check all of the checkboxes in the Columns section. Unlike the Sales Order report, the Purchase Order report doesn’t have the option to add custom fields. Nor does it have the ability to create different themes and layouts.

To apply your changes and see what they look like in the report, click the GENERATE REPORT button on the bottom-right. And follow the directions at the top of this article to save your changes to a Preset.