Reports — User Guide
Module: Purchase
Audience: Procurement managers, finance staff, analysts
Version: 1.0.0
Last updated: 2026-07-22
Overview
Purchase reports help you analyze spending, purchase order activity, and invoice status. Open Purchase → Reports, choose a report from the left or center columns, then adjust the period, currency, or year filters on the right. Results appear as tables or charts below the filter panel.
Prerequisites
| Role | Typical permissions |
|---|---|
| View all purchase reports | Purchase Reports → View |
Reports use global view only — there is no per-user "view own" scope.
Step-by-step: Open the reports page
- Go to Purchase → Reports.
- Review the two report groups:
- Report by table — detailed tabular exports
- Charts based report — monthly visual summaries
- Use the filter panel on the right (options change depending on the report selected).
Table reports
Cost of import goods for each item
- Under Report by table, click Cost of import goods for each item.
- Set the Period (default: this month). Choose Custom to enter from/to dates.
- Optionally change Currency.
- Optionally filter Products/services to specific items.
- Review the table: product code, name, purchase order, and line subtotal.
Product and PO numbers link to the item and purchase order records.
PO voucher report
- Click PO voucher report.
- Set the Period.
- Review columns: PO number, date, type, project, department, vendor, approval status, delivery status, and payment progress.
The payment column shows how much of the PO has been invoiced or paid as a percentage bar.
PO report
- Click PO report.
- Set Period and Currency.
- Review PO number, date, department, vendor, approval status, PO value, tax, and total including tax.
Footer rows show totals for the current page of results.
Purchase invoice report
- Click Purchase invoice report (labeled Purchase invoice rp in the menu).
- Set Period and Currency.
- Review invoice number, contract, linked PO, date, payment status, amounts, and tax.
Invoice, contract, and PO cells link to their detail screens.
Chart reports
Purchase statistics by number of purchase orders
- Under Charts based report, click Purchase statistics by number of purchase orders.
- Select the Year filter (current year and three prior years available).
- View the column chart of PO count per month.
Period and currency filters are hidden for this chart.
Purchase statistics by cost
- Click Purchase statistics by cost.
- Select Year and Currency.
- View the column chart of total PO line cost per month for the chosen currency.
Filter reference
| Filter | Used by |
|---|---|
| Period | All table reports; hidden for charts |
| Currency | Import goods, PO report, invoice report, cost chart |
| Year | Both chart reports |
| Products/services | Import goods report only |
| Custom from / to dates | When period = custom |
Period presets include this month, last month, this year, last year, last 3/6/12 months, and all time.
Common issues
| Symptom | Likely cause | What to do |
|---|---|---|
| Reports menu missing | No View on Purchase Reports | Request permission from admin |
| Empty table | No data in selected period or currency | Widen period or change currency |
| Chart shows all zeros | No POs in selected year | Pick a year with activity |
| Totals seem low | Table footers sum current page only | Page through results or export if available |
| Wrong currency on PO report | PO stored in another currency | Switch currency filter; base currency includes legacy rows |
| Import goods too broad | No product filter applied | Select specific products/services |
Related features
- Purchase orders — edit — PO detail from report links
- Purchase invoices — invoice detail from report links
- Items — item detail from import goods report
- Vendors — vendor profile from PO reports
- Contracts — contract detail from invoice report