PO Reporting

Version: As of version 16.03

Once Purchase Orders have been entered and saved, they may be displayed via the Purchasing > Order Reporting form. The Purchase Order reporting pre-filter, which contains over twenty different reports, contains many different selection criteria to allow users to filter and sort results for conducting detailed purchasing analysis and for grouping orders. Once a report has been generated, users can drill down into specific Purchase Orders to view additional information.

Purpose

Once Purchase Orders have been entered and saved, they may be displayed via the Purchasing > Order Reporting form. The Purchase Order reporting pre-filter, which contains over twenty different reports, contains many different selection criteria to allow users to filter and sort results for conducting detailed purchasing analysis and for grouping orders. Once a report has been generated, users can drill down into specific Purchase Orders to view additional information.

Security and Configuration

Security/Permissions

The following are required for this process. Note: Additional security may be required. See your system administrator for security access.

  • Purchase orders - order management
  • Version 16.02 also introduced Grid Layout Security which expands the security used to control which Users or User Groups have access to Grid Layouts/reports in the system.

Configuration

The configuration for purchasing reports is fairly straightforward and generally involves three steps:

  1. Naming the user-defined PO detail and PO summary reports via the "Title" field on the Grid Layouts for these reports. (Note: In versions 16.0 and 16.01, the name of these reports is defined via System > Maintenance > Captions. Prior to version 16.0, the name of these reports is defined on the "Purchasing" tab in System > Options.)
  2. Adding any additional user-defined versions of existing purchasing reports. This is accomplished by first copying the Grid Layout of the existing purchasing report. See the Adding a new user report section for complete information. This option was introduced in version 16.02.
  3. Configuring the appropriate purchasing reports, including the above below mentioned user-defined reports, by modifying the report grid and adding, removing, or modifying the fields that will be displayed on the grid reports. Additional information on grid layouts is available via Configuring Grid Layouts and Automated Reports.*

Note

  • If users are satisfied with the standard system reports, no additional configuration is required.

Related Processes

Procedure

Generating Purchasing reports

  1. Navigate to Purchasing > Order Reporting.
  2. Select the appropriate report type in the "Report Type" field on the pre-filter.
  3. Fill in any other pre-filters as necessary.
  4. Click the "View" button to generate the report.

Users may also add fields to this grid as desired and available. For more information, refer to Configuring Grid Layouts and Automated Reports.

Determining purchase cost variance

Calculating the variance between an item's standard cost and its price on a Purchase Order ensures that the material is being purchased at a fair price and is costed accurately in the system. Proactively maintaining accurate costs, i.e. before a Purchase Order is received, is particularly useful in preventing large purchase cost variances by limiting AP adjustments that otherwise may have been necessary during the invoice entry or payment process. To calculate the purchase cost variance, perform the following:

  1. Generate a Purchasing "Order Detail" report for orders with a status of "Not Received" and other pre-filters as desired.
  2. Modify the grid layout and add one column for the Item Master "Acct. Std. Total" (pr_fixstan) field and one user-defined column with an expression of "pu-price-pr_fixstan", which is the Purchase Order line price less the standard cost of the Part and determines the amount that will be posted to the Part's "Purchase Cost Var." account. More information on this process can be found via Configuring Grid Layouts and Automated Reports.
  3. Save and close the forms used to modify the grid layout then re-generate the report so the new columns display.

For lines with large purchase cost variances, it may be a good idea to review and update the Part's standard costs in the system and/or re-negotiate and update purchase prices with Vendors.