Pending Purchase Orders Report

This report shows pending purchase orders. A purchase order is pending if it has been authorised but the invoice for ordered items has not been processed yet and/or stock is not received. Use this report to see PO status and number of items ordered, still to invoice, and still to receive for a supplier or PO #. 


Users need Purchase Reporting permission to access this report.


Prerequisite:


Table of Contents


Data from this report can be exported in Excel, PDF or RTF format. 


Input:

Reporting PeriodAllow user to select the reporting period from a list of options or set a custom date range.
LayoutSet to the Default layout. Allows selection of saved layouts, if any. 
Save Layout AsAllows saving of a layout for potential future use.
Reset LayoutResets layout to the default layout or selected saved layout.


Select Apply Filter to set filter fields for the report and Update to refresh the output with any new changes. See Managing DEAR Reports - Filtering Reports for more detailed information about using filters. 


Output:


The following output fields are available for this report. You may have to open the More Fields dropdown menu to add some of them to your report. 


Fields
SKUProduct SKU, ordered but not yet fully billed.
ProductThe name of the product, ordered but not yet fully billed.
PO #Purchase Order Number the product is ordered by.
PO DateDate of the purchase order.
StatusPurchase status.
SupplierSupplier name who received the purchase order.
YearYear of purchase order date.
QuarterQuarter of purchase order date.
MonthMonth of purchase order date.
LocationLocation this purchase intended for.
CategoryProduct category.
BrandProduct brand.
Product TagsComma-separated product tags.
FamilyProduct family name.
UnitProduct unit of measure.
Required ByDate when stock is expected to be received.
Supplier Additional Attribute 1-10Values of Additional supplier attributes.
Product Additional Attribute 1-10Values of product additional attributes.
Data Headers
OrderedQuantity of the product being ordered.
To InvoiceQuantity of the product not yet billed.
To ReceiveQuantity of the product not yet received.


NOTE: If you have added an Additional Attribute set to your purchase process, the attributes will appear as additional report fields. 



FAQs

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Here are some questions from DEAR users that have been answered by our support team. If your question does not appear, please do not hesitate to get in touch with DEAR support. If the feature you are looking for is not available possible, you can raise a feature request on our Feature Request Forum and our development team will add it to our Roadmap and work on implementing it as soon as possible.


I need to find out what purchase orders and items on them are pending for receipt - but excluding drop ship purchase orders. I mean all purchase orders that are open and have not been fully receipted into stock regardless of whether it has been invoiced.

You can use Pending Purchase Orders or Purchase Order Details and filter status by Receiving. It is not currently possible to exclude dropship purchase orders. 



How do I add a cost price in this report?

Unfortunately, cost price is not available for Pending Purchase Orders Report. You  just may check out other Purchase Reports such as Purchase Order Details which is has a cost price is more comprehensive. You may filter to the desired status by Ordering  so that the result will be similar to the Pending Purchase Order Report.


I have a product not showing up on my open purchase orders report. It's a non-inventory part, but I need it on there. Can you please tell me how I can fix to add these open POs to the report? 

Unfortunately PO reports only pulls stockable items. There is currently no report which pulls non-inventory purchasing. For service items, If you are using a report that populates the products, the PO will still appear but not the item.



Is there a possibility to add inventory field (eg. Stock On Hand) into pending purchase order report?

Unfortunately, this is currently not possible. The Quantity on Hand is not an available field to be added in that report. Please consider running the Product Stock Level Report where you can see the current Quantity on Hand information, along with the Pending Purchase Order report. You may export these reports into Excel, where you can combine the data from both reports into a single report.


I have generated the Purchase Order Details Report. We have received and gotten billed by supplier already but the ‘Status’ is showing ‘Receiving’ as the full PO has not been received/billed. Is there a way to generate a report that shows the ‘Status’ and ‘Invoice Status’ columns, by SKU per PO instead of by PO?

Please run Pending Purchase Order Report to see if a purchase order has been authorized but the invoice for ordered items has not been processed yet and/or stock is not received. You may also check Stock Received vs Invoice report which  compares stock received vs invoice. You can see what has been received but not invoiced or what has been invoiced but not received. You can view Sale Order Details Report and it will show if items were already invoiced or not yet. 


We have run the Pending Purchase Order Report and some items are coming up on the report where in fact the PO has been closed. I have noticed that if we have ordered 3 items but only received 2 & was invoiced for 2, it show's up on the Pending Purchase Order Report that we still require 1 item. How do I remove the 1 item from the report?

If there is no further stock to receive, you can click Mark as Received on a purchase order to remove it from the Pending Purchase Orders report.



Can you please tell me why PO-XXXX is missing from this report?

Usually this is an issue with the date filters. By default the date filter is set to "Last Month", however if you are part-way through the next month this may miss some recent POs. Try setting the reporting period to "Last 30 days" or setting a custom date range instead. Missing entries can also be caused by cache problems. Try clearing your cache and refreshing to see if the issue persists. 





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