Purchasing · Reports & controls · 8 min read

Purchasing dashboard and reports

Read the dashboard and each purchasing report, and what its figures mean.

Before you begin

• The Dashboard needs dashboard.purchase. Most reports need report.view. Three-way match exceptions and Inbound shipments need purchase.view.
• All reports show the current company in AED. Click a row that has an order to open it.

Steps

Dashboard

1. Open Purchase > Dashboard.
2. Filter by Vendor and period (Today, This Week, MTD, QTD, YTD). Tiles show Purchase, RFQs, Open PO value, Avg PO value, To receive and To bill. Alerts show requisitions pending approval and receipts waiting more than three days.

Open purchase orders and overdue receipts

1. Open Purchase > Reporting > Open purchase orders, and set As at.
2. Each row is a goods line not yet fully received: Ordered, Received (net of vendor returns), Open, Open value, Promised and Days late.
3. Open Purchase > Reporting > Overdue supplier receipts for the same rows where Days late is above 0, latest first.

Supplier spend

1. Open Purchase > Reporting > Supplier spend and set From and To (default 1 January to today).
2. Read Billed, Credited, Spend, Tax and Share % per supplier.

Supplier performance

1. Open Purchase > Reporting > Supplier performance and set the period.
2. Read On time %, In full %, Returned % and Price holds.

Received not invoiced

1. Open Purchase > Reporting > Received not invoiced and set As at.
2. Check the note above the list: it compares the GRNI ledger account with the lines.

Other reports

1. Purchase order register lists all orders. Three-way match exceptions lists all holds, including released and cleared ones. Inbound shipments lists shipping notices in transit. Consignment stock shows supplier-owned stock and what is still to bill.

Worked examples

Open value. A line of 100 at AED 50 with 10% discount has 40 received. Open is 60. Open value is 60 x 45.00 = 2,700.00. If 10 of the 40 are returned, Received is 30, Open 70 and Open value 3,150.00.

Supplier spend. Supplier A: bills net 10,000 and 5,000, debit note net 1,500. Billed 15,000.00, Credited 1,500.00, Spend 13,500.00. Supplier B spend 13,500.00. Total 27,000.00, share 50% each. Amounts are net of tax in company currency.

Supplier performance. Four receipts, three on time, two in full, 5 of 100 returned: On time 75%, In full 50%, Returned 5%.

Received not invoiced. A line of 10 at AED 20; 8 received on 20 September. At 2 October: Not billed 8, Value 160.00, Age 12 days. A bill for 10 with only 6 received shows Billed before receipt for the 4 not received.

What happens next

Nothing is posted by reports. Use them to chase late deliveries, unbilled receipts and held bills.

Good to know

• Promised date comes from the delivery schedule, else the order's delivery date, else the requested receipt date. A line with none has an empty Promised and Days late 0.
• Draft, cancelled and one-step posted orders do not appear in Open purchase orders; service lines are not listed.
• A receipt with no promised date is left out of the Out of count for On time %.
• The dashboard Custom period shows month-to-date figures, and the Buyer filter lists nobody because no screen sets a buyer.
• Supplier spend and performance accept From later than To without a message and show an empty report.
• Foreign-currency bills use the rate they were booked at.