Purchase Enquiry
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George Sutton
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About Purchase Enquiry
You can access the Purchase Enquiry report page via Reports | Purchase | Purchase Enquiry.
The Purchase Enquiry report is based on your Purchase Orders. It enables you to filter and report on your purchase lines.
You can filter purchases by:
- dates
- purchase or sales order numbers
- purchase order status
- product group or product code
- supplier
- supplier reference (such as an order number)
- warehouse
To display the results, simply press Run. You can export reports to PDF or CSV/Excel for further analysis.
Filtering your Purchases
Header Filter field descriptions
Filters are available to narrow down the results of your enquiry:
Date From: includes orders where the date specified in the Transaction Date filter is equal to or greater than the Date From
Date To: includes orders where the date specified in the Transaction Date filter is equal to or less than the Date To
Transaction Date: choose the appropriate date to filter on. Options are - Order Date, Delivery Date, Receipt Date and Supplier Invoice Date
Purchase Order Number: field used to filter on a specific Purchase Order number
Purchase Order Status: field used to filter on a specific Purchase Order status
Sales Order Number: field used to filter on a specific Sales Order number
Product Group: select the Product Group or Groups to include in the enquiry
Product Code: select the Product Code, if any, to filter on
Product Description: select the Product Description, if any, to filter on
Supplier Code: select the Supplier Code, if any, to filter on
Supplier Name: select the Supplier Name, if any, to filter on
Supplier Reference: use a Supplier Reference if necessary to filter on
Warehouse: Select one or more Warehouses to include in the enquiry
Quantity Pricing Only: select this option if you only want to retrieve Purchase Orders where quantity pricing was applied
Grid column descriptions
Order Number: displays the Purchase Order number (note that this enquiry is per Purchase Order line, so this number will repeat if more than one item was ordered)
Order Date: the order date of the Purchase Order
Delivery Date: the expected delivery date of the Purchase Order
Receipt Date: the date the order was receipted
Warehouse: the warehouse the order was receipted to
Supplier: the name of the Supplier for the purchase
Product Code: the unique product code for the item ordered
Product Description: the description of the product
Product Group: the group that the product belongs to
Sales Order Number: displays the Sales Order number, if applicable, for which the Purchase Order was generated
Order Status: displays the state the order is in e.g. Parked, Placed, Back Ordered or Completed.
Quantity: the amount of units ordered for that product line
Landed Cost: displays the landed cost of that product line in your base currency
Hidden column descriptions
The following columns are available to add to your grid. To see the list of available columns, click on "Show toolbar" on the top right of the grid.
Comments: displays any comments associated with the Purchase Order lines
Costing Total: displays the costs, if any, associated with the Purchase Order
Currency Code: the currency code of the Supplier
Exchange Rate: displays the exchange rate percentage if applicable
PO Comments: displays the comment from the Purchase Order comment box
Quantity Pricing: Displays a tick if quantity pricing is applied
Receipt Quantity: the receipted quantity
Sub Total: displays the sub-total of the Purchase Order in the Supplier currency
Sub Total (currency): displays the sub total in your base currency
Supplier Code: the unique Supplier Code for the Supplier
Supplier Invoice Date: displays the date of the Supplier's invoice
Supplier Product Code: the Supplier's Product Code
Supplier Ref: the reference used for your Supplier
Unit Price: displays the individual unit price
Volume: displays the calculated volume of the order
Weight: displays the calculated weight of the order
- Hidden columns can be dragged onto the grid for display
- Columns can be removed from the grid by dragging them onto the Hidden Columns box
- Columns headers can be dragged around to change the order as required
Using the custom grid
Depending on the information you require, you can enter the relevant filter criteria and then click Run at the top on the banner.
You can also Export what you see to several different formats such as pdf, csv and .xlsx using the Export button on the banner.
To group by a column you simply need to drag and drop it into the toolbar above the grid. As soon as you drop it into the grid, the dataset will be grouped by that column. You can group as many columns as you like and expand or collapse groups using the + and - signs.
Using the Hidden Columns button you can choose the columns you want to see on the grid as well as move them around to change the order. To add or remove a column, simply drag and drop the columns you like to and from the Hidden Columns box.
After customising your grid layout, you may want to save it for future use. To create a new view of this report, click on "Show toolbar" then "New" on the toolbar and name your new grid layout. You can create as many views as you like and also choose a view as a default, which will appear each time you open the report.