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Overview

The Purchase Orders → Reports submodule helps you track what’s open and when it’s due, spot late/missing dates, and plan upcoming buys using recent usage. Buyers use these reports frequently to triage risk (expedite, push out, or follow up on unacknowledged lines), and to prepare for approvals.

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How to Generate a Report

The Purchase Order reports give you different ways to look at open and past purchase activity. Here are the five main report tabs you’ll see in this module:
  • PO Detail Info: The most detailed view. This report shows all open or closed PO lines with full information and color-coded status indicators. Buyers use this report to monitor past-due deliveries, missing dates, and follow-up items.
  • Open PO Schedule Details: A more condensed version of the PO schedule. It has fewer columns and is easier to scan and share with teams outside of Purchasing who just need a simple status update on upcoming receipts.
  • MPV Report: (Material Price Variance) A financial view of purchase price variance. It shows where costs are higher or lower than standard, helping Finance and Purchasing understand savings, increases, and variance across the year.
  • Purchasing Forecast: A report that combines incoming POs with usage history. It helps you see when supply will arrive, how much you’ll consume, and when you might run out. This supports planning the timing and size of your next order.
  • Vendor Locations: A quick lookup of vendor addresses and ship-from locations. Useful when you need to confirm where a supplier is shipping from or identify alternatives for urgent orders.
Each report is designed for a slightly different audience or need. Together, they help you answer questions such as “What’s outstanding?”, “What’s late?”, “When will we run out?”, and “Are we paying more or less than expected?”.

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PO Detail Info

PO Detail Info Use the PO Detail Info tab to triage open POs, spot late/missing dates, and plan expedites/push-outs. This report is useful for: Daily buyer huddles to identify risk (late/undated lines), decide what to expedite or push out, and follow-up with suppliers and operations.
  1. Click the PO Detail Info tab.
  2. Set PO Status/Line Status/Part Type/Schedule Type (buyers typically use Open / Open / All / Open).
  3. Add any date filters (PO Date / Actual Delivery Date / Scheduled Delivery Date).
  4. (Optional) Narrow scope by Vendor, Department, Delivery Location, or Bill of Lading #.
  5. Choose Group By → Delivery Schedule (the date you expect receipt).
  6. Click Generate Report.
  7. Review the grid and take action:
    • Look for missing Scheduled Delivery Dates.
    • Use the color legend at the bottom: Red = Late & current WOH ≤ 0; Orange = current WOH ≤ 0.
    • Use Follow-up Date to drive daily check-ins.
    • If needed, verify Acknowledged or flag Rush Order (adds “Urgent—please expedite” on the vendor PDF).

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Open PO Schedule Details

Open PO Schedule Details This report is useful for: Quick status checks and sharing; it’s a smaller version of the detailed report with ~7 columns, so non-purchasing teams can scan it without getting overwhelmed. To share a simple, seven-column view of what’s scheduled to arrive:
  1. Click the Open PO Schedule Details tab.
  2. Set the same high-level filters you use for PO Detail (buyers commonly use Open / Open / All).
  3. Click Generate Report.

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MPV Report

MPV Report This report is useful for: Purchasing teams to monitor cost increases or savings at the part/vendor level. To review purchase price variance by part, vendor, or category and see how actual costs compare to standard costs:
  1. Click the MPV Report tab.
  2. Choose a Report Layout:
    • By Part, By Vendor (Default): Groups parts under each vendor for a balanced view.
    • By Part: Focuses on part-level variance across all vendors.
    • By Vendor: Focuses on vendor-level totals across all purchased parts.
    • Detail: Full line-level detail for audits.
  3. Set the Invoice Date range (use MTD/YTD/Previous Month shortcuts for quick selection).
  4. (Optional) Select an Accounting Period or filter for a specific Part.
  5. Click Generate MPV Report.
  6. Review the grid columns, which show:
    • Std Cost vs. Avg Invoice Cost: highlights price differences.
    • Total Extended Purchased and Total Extended Variance: impact across volume.
    • Previous Invoice Cost: last cost baseline for comparison.
    • Price Change Reason (if logged): why cost changed.
    • No. of POs / Invoices: how widespread the variance is.
  7. Use the totals at the bottom to see overall variance impact (positive = cost higher than standard, negative = savings).

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Purchasing Forecast

Purchasing Forecast This report is useful for: Responding to spikes/drops in demand, aligning buys to the week you’ll run out, and communicating vendor/PO coverage at a glance. To see weekly inbound vs. usage for a part and pick the next order week:
  1. Click the Purchasing Forecast tab.
  2. Select the Part from the dropdown; scroll or type in the dropdown to find.
  3. Choose Past Usage window: 12 months / 6 months / 8 weeks.
  4. Click Generate Purchasing Forecast.
  5. Read the grid: Week Of, Qty Scheduled, Usage, Qty Remaining, PO Number, Vendor.
  6. Interpret Usage: for an 8-week view, usage is evenly prorated across the eight weeks (consistent fill).
  7. Decide the next order week/quantity (e.g., “we’ll need another PO the week of 10/27”).

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Vendor Locations

Vendor Locations This report is useful for: Confirming where suppliers are shipping from, identifying alternate vendors when expediting is needed, and reviewing vendor proximity to reduce freight time or cost. It’s especially helpful when you need a quick answer to “Where is this vendor located, and do we have another option nearby?”. To look up vendor addresses, ship-from details, and alternate suppliers:
  1. Click the Vendor Locations tab.
  2. Choose a Report Type:
    • By Location: Shows vendors by address/ZIP.
    • By Subline: Groups vendors by part subline.
  3. Enter an Address or ZIP code to anchor your search.
  4. (Optional) Adjust search parameters:
    • Proximity: Set a mileage radius around the entered address/ZIP.
    • Address Type: Show All addresses (includes country of origin) or limit to Billing, Production, or Warehouse.
  5. Click Generate Vendor Locations Report.
  6. Review the results, which display:
    • Vendor names and numbers.
    • Associated parts and descriptions.
    • Subline, country of origin, and address type.
    • Full address details (street, city, state, postal code, country).
    • Alternate vendors and distance from the entered address/ZIP.