Purchase reporting

You can access the Purchases report in Reporting > Purchase reporting.

Purchase reporting is an updated version of the old purchases reporting. Unlike in the old purchase reporting, the new reporting system retrieves the information in real time from Procountor's database. Both the old and the new purchases report will function side by side for a while.

Purchases reports help you monitor purchases according to products and suppliers.

Please notice! If the user has Dimension-specific limitation in use, the purchases report is not available.

 

User rights

In order for the user to view the purchase report, they must have at least the following user rights:

• Rights for purchase invoices: Viewing rights or All rights
• Search purchase invoices: Viewing rights or All rights
• No limitation in use: Access only purchase invoices created by user
• No limitation in use: Access only invoices user can approve or verify
• No additional feature in use: Dimension-specific limitation

 

Search criteria

1. First, define the search criteria for the report.
2. Click Apply.
3. The program generates purchases reports in line with the search criteria.

The report can be filtered with the following criteria:

 

Time period

• Current period
• Last 6 months
• Last 12 months
• Current year
• Custom period
  • Start and End: Free date definition either by filling values in the fields or by using the calendar icon. 
  • The data of the report is retrieved from purchase invoices by default by invoice date.

 

Products

The Product button opens the product selection. You can search for products, product groups and invoice products.

• Products: The section displays all the products entered into the product register, regardless of whether they have been used in invoices.
• Product groups: The section displays the purchase product groups used to search for products in said product group.
• Invoice products: The section only displays the products used in invoices. The product does not have to be set up in the product register.

Search field: You can filter the list by entering any part of the name of products, product groups and invoice products.

 

Suppliers

The Suppliers button opens the supplier selection. You can search for suppliers, supplier groups and invoice suppliers.

• Suppliers: The section displays all the suppliers who have been entered in the suppliers register.
• Supplier groups: The section displays the supplier groups used to search for purchases in said supplier group.
• Invoice suppliers: The section displays only the suppliers with a registered invoice. The supplier does not have to be set up in the supplier register.

Search field: You can filter the list by entering the name or the first few characters of the suppliers, supplier groups and invoice suppliers.

 

Figures

• EUR: purchases in EUR excluding value added tax (the name of the button is according to the currency of the country of the Procountor's environment).
• EUR + VAT: purchases in EUR including value added tax (the name of the button is according to the currency of the country of the Procountor's environment).
• Quantity: number of products in purchase invoices.

 

Invoice dates or receipt dates

• You can choose whether to search for purchases invoices according to invoice date or receipt date.

 

Transactions

• All transactions: searches for both business transactions and other transactions.
• Business transactions: searches for business transactions, in other words receipts with the status approved, payment queued, payment sent to bank, partly paid, paid, marked paid.
• Others transactions: searches for other than business transactions. 

 

Create report

Apply makes the program search for information in line with the search criteria.

Reset to default clears your selections and resets the default search criteria.

View details allows you to browse the content of the graphs at row level.  The Export to excel –button on the opening  Purchases invoice rows –view exports the report data to an Excel file.

 

Purchases overview

The topmost graph presents the general purchases development in line with the search criteria. 

You can track the development of purchases per year, month or day, for example. In the drop-down menu of the Show button, select one of the following:

• Yearly
• monthly
• daily
• weekly
• half-year
• Quarter

You can select various graph types. In the Graph type drop-down menu, select one of the following:

• Periodic 
• Cumulative purchases
• Purchases compared to previous year 
• Cumulative purchases compared to previous year 
• Purchases difference % to previous year

The graph can be saved as a PNG-format image file by clicking on the Export to PNG button. 

 

Purchases by product, product group and invoice product

The middle graph in the view examines the purchases at the product level.

 

Filtering the information

• On the header row of the graph, you can select whether to browse the graph per product, product group or invoice product. 
  • On the Products -tab, purchases are displayed listed according to the products in the product register.
  • On the Invoice products -tab, purchases are displayed according to the products entered on the invoices. The tab shows the products that have not been added to the product register or the product name differs from the product name in the register.
• You can change the results of the graph in a rising or falling order by clicking on the arrow next to the column.
• In the table, you can choose to view a product, a product group or an invoice product by clicking on the product's name, for example. Reselect the same row to reset the filters.

Buttons

• The Export to excel –button exports the table data to an Excel file.
• The Table can be expanded or minimized with the  icon. 
• From the  button, you can drill down from product table to invoices, so that you can see which invoices are related to chosen product.
  • From the Invoices’ view, it is possible to drill down to the individual invoice by clicking the invoice number. 

 

Purchases by Supplier, Supplier groups and Invoice suppliers

The bottom graph in the view examines purchases at supplier level. 

 

Filtering the information

• On the header row of the graph, you can select whether to browse the graph per supplier, supplier group or invoice suppliers.
  • On the Suppliers - tab, purchases are displayed listed according to the suppliers in the Procountor's  suppliers register.
  • On the Invoice suppliers -tab, purchases are displayed according to the suppliers appearing on the invoices. The tab shows the purchase invoices of suppliers who have not been added to the suppliers register or whose name differs from the name in the register.
• You can change the results of the graph to a rising or falling order by clicking on the arrow next to the column.
• In the table, you can choose to view a supplier, a supplier group or an invoice suppliers by clicking on the supplier's name, for example. Reselect the same row to reset the filters.

Buttons

• The Export to excel –button exports the table data to an Excel file.
• The Table can be expanded or minimized with the  icon. 
• From the  button, you can drill down from suppliers  table to invoices, so that you can see which invoices are related to chosen supplier.
  • From the Invoices’ view, it is possible to drill down to the individual invoice by clicking the invoice number. 

 

Note on the visibility of comparative data in the report

The figures for the comparison period (e.g. the previous year) to not always match the actual figures for the period. 

• If the search criteria include Products: All and / or Suppliers: All, the Purchases by Product and Purchases by Supplier tables will only show those products / suppliers that have purchases in the current period.
• If you want to include products / suppliers that do not have purchases in the current period but have purchases in the comparison period, you need to select the products / suppliers separately through the Products and Suppliers search criteria.