Purchase Order Summary Report

The Purchase Order Summary report lists items on purchase orders by location and either item name or purchase order number. In addition to the Reports module, you can access this report in the Purchase Orders module. Click the More button in the action bar on the main page. Then click Show Report to bring up the Purchase Order Summary report.

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This report has the following column headers:

• Item - The name of an item on a purchase order.
• Description - The name of the vendor responsible for fulfilling a purchase order. You might think this would describe the item on the purchase order, but that’s not the case in this instance.
• Ordered - The quantity of units of an item that have been ordered from a vendor, along with their unit of measure.
• Cost - The amount of money you paid (or will pay) to obtain a single unit of an item.
• Order Status - The current condition of a purchase order, e.g., Bid Request, Received, Picked, Fulfilled, Reconciled, etc. If you select Item in the Group By option, this will show the current condition of an item in a purchase order, e.g., Entered, Received, Picked, Fulfilled, Reconciled, etc.
• Due - The month, day, and year (MM/DD/YYYY) an item is expected to be fulfilled by.
• Qty - The quantity of units of an item that have been entered, picked, fulfilled, or reconciled, along with their unit of measure. You can also use the Show Qty option to change this to show the number of units that have been received or not yet received.
• Total Cost - The total amount of money charged by a vendor for all units on a purchase order. If it’s a return purchase order, then this number will be negative, and the vendor will owe the amount to you.

The date range and total amount of money being charged in that date range are at the top under the report name. To the right of the report, you will find a number of options to customize the information contained in the report.

Optional

The Optional section includes the following fields to modify the report:

• Date Range Option - A dropdown menu of date ranges you can apply to this report. By default, the date range will be when a sales order was created. But you can specify which dates you want to include by selecting one of the options below:
  • Date Created - The month, day, and year (MM/DD/YYYY) a purchase order was first saved, even if it wasn’t issued.
  • Date Issued - The month, day, and year (MM/DD/YYYY) a purchase order was finalized, and the fulfillment process began.
  • Date Last Modified - The most recent month, day, and year (MM/DD/YYYY) a purchase order was changed and saved by a user.
  • Date Scheduled - The month, day, and year (MM/DD/YYYY) a purchase order is estimated to be fulfilled by.
  • Date Completed - The month, day, and year (MM/DD/YYYY) a purchase order was fulfilled.
  • Item Date Scheduled - This is similar to Date Scheduled, but it doesn’t apply to the entire purchase order, only to the item(s) contained within it.
• Group By - A dropdown menu that enables you to reorder the purchase orders in this report by one of two criteria:
  • Purchase Order - This organizes all of the items in a purchase order under that purchase order’s number. This is the default option if nothing is selected.
  • Item - This organizes all of the purchase orders that an item is in under that item’s name.
• Show Qty - A dropdown menu that modifies the Qty column to show one of three quantity options:
  • Received - The number of units that have been received so far.
  • Remaining - The number of units that have yet to be received.
  • Total - The total number of units that have been ordered, whether or not they have been received. This is the default if nothing is selected.
• Location - A dropdown menu to select a single location to list purchase orders for. By default, all locations will be listed on the report, but this option allows you to narrow down the results to just one. The location is the one found on the purchase orders where items are being shipped to or from. You can create a new location by entering a name for the location in the textbox and hitting Enter or clicking the + Add option. Then fill out the New Location wizard that pops up.
• Vendor - A dropdown menu to select a single vendor to list purchase orders for. By default, all vendors will be listed on the report, but this option allows you to narrow down the results to just one. You can create a new vendor by entering their name in the textbox and hitting Enter or clicking the + Add option. Then fill out the New Vendor wizard that pops up.
• Item - A dropdown menu to select a single item to list purchase orders for. By default, all items will be listed on the report, but this option allows you to narrow down the results to just one. You can create a new item by entering a name for the item in the textbox and hitting Enter or clicking the + Add option. Then fill out the New Item wizard that pops up.
• Date Range - Clicking this textbox brings up a calendar to select a start and end date for the report. In addition, you can select one of these options on the right of the calendar:
  • Today
  • Yesterday
  • This Week
  • Last Week
  • Last 7 Days
  • This Month
  • Last Month
• Bid Request - A checkbox that enables you to limit the purchase orders that appear on this report to ones with the status Bid Request.
• Fulfilled - A checkbox that enables you to limit the purchase orders that appear on this report to ones with the status Fulfilled.
• Issued - A checkbox that enables you to limit the purchase orders that appear on this report to ones with the status Issued.
• Partial - A checkbox that enables you to limit the purchase orders that appear on this report to ones with the statuses Partially Received, Partially Fulfilled, and Partially Reconciled.
• Voided - A checkbox that enables you to limit the purchase orders that appear on this report to ones with the status Cancelled.
• Show Cost - A checkbox that currently doesn’t do anything because costs appear automatically on the report whether or not you click this checkbox. In the future, this will likely be remedied.

To select all of the status fields at once, click the Select All Optional checkbox. The Select All Optional checkbox won’t affect any of the dropdown menus or the textbox under the Optional header. Those will have to be updated manually. To search for an option in a dropdown menu, click in that field and begin entering text. It will show all options that have that text in them.

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 the main Reports article to save your changes to a Preset.