Purchase reporting enables observation of purchases on a general level as well as more accurately from the perspectives of products and suppliers.
Purchase reporting is updated automatically at intervals two to three times a day. The latest update time is visible in the top-left section of the report.
Purchase reporting is found in Reports > Purchase reporting.
Search criteria
Common to most search criteria menus is the eraser icon (Clear selections) in the top right corner. The eraser is used to clear selections in the menus. There is also a Clear selections button in the bottom of the view that is used to set all values back to default. The different characteristics of the different search criteria menus are explained more thoroughly below:
Time period:
- Current period
- Last 6 months
- Current year
- Last 12 months
- Start and End fields: Free date definition either by filling values in the fields or by using the calendar icon. If the words Start and End change to red colour when setting the dates, a financial year has not yet been created to the chosen time period. After time period is set, clicking Select period button sets it to the report.
- The data of the report is retrieved from purchase invoices by invoice date.
Figures:
- EUR: purchases in EUR, without value added tax (the button’s name changes according to the currency)
- EUR + Vat: purchases in EUR, including value added tax (the button’s name changes according to the currency)
- Quantity: the quantity of the purchase invoices
- Billdate (Invoice date): date of the purchase invoice
- Receipt date: receipt date of the purchase invoice
Invoice status:
- Business transactions: this selection includes business transactions to the report: business transactions are receipts that are in statuses Not sent, Sent, Paid, Approved, Partly paid, Marked paid or Invoiced.
- Other transactions: this selection includes transactions, that are not business transactions, to the report.
Product and Product group:
- Search field: This field is used to search products and product groups by entering a name (or a part of the name). The field also functions as a drop-down menu to choose a product or a product group. Choosing multiple products or product groups is done by highlighting the names with holding down the left button of the mouse.
- Listing of Products and Product groups: The products or product groups to be included in the report can also be chosen from the listing of products or product groups below the Search field. A single product or product group is activated by clicking it.
Supplier and Supplier group:
- Search field: This field is used to search suppliers and supplier groups by entering a name (or a part of the name). The field also functions as a drop-down menu to choose a supplier or a supplier group. Choosing multiple suppliers or supplier groups is done by highlighting the names with holding down the left button of the mouse.
- Listing of Suppliers and Supplier groups: The suppliers or supplier groups to be included in the report can also be chosen from the listing of suppliers or supplier groups below the Search field. A single supplier or supplier group is activated by clicking it.
Purchase overview
The topmost graph in the Purchase reporting view displays the general development of purchases according to the search criteria.
There are different modes of presentation available in the upper-right corner of the graph. The following presentation modes can be chosen from the buttons illustrating them:
- Periodic
- Cumulative purchase
- Purchase compared to previous year
- Cumulative purchase compared to previous year
- Purchase difference % to previous year
To purchases >> button is used to view the graph information on the level of purchase invoice rows. << Back button changes the view back to the graph format.
Pdf button is used to export the report to a PDF file.
Excel icon (Send to Excel) button exports the report data to an Excel file.
Purchases by products and suppliers
The graph in the middle of the view is about the product perspective to purchases. By clicking the By product group text, the graph changes to a form of product groups.
The graph in the lowest section of the view is about the supplier perspective to purchases. By clicking the By supplier group text, the graph changes to a form of supplier groups.
Excel icon (Send to Excel) button exports the report data to an Excel file.