V9 - Open purchase order detail report
Use
The Open purchase order detail report (Operations > Reports > Purchasing > Open purchase order detail) provides data on purchase orders with items that have not yet been received.
While the basics for running any report in SOS Inventory are covered in Reporting introduction and Running a report, the filters, options, and columns specific to the Open purchase order detail report are explained below.
Filters
From date and To date.
- Relative/Absolute toggle. Used for customized and scheduled reports.
- Relative automatically recalculates the date whenever the report is reopened or run. It must be used in tandem with the Quick date selector, which assigns a general time frame (e.g., Today, Yesterday, Start of last week, End of last month, etc.) instead of a specific date.
- Absolute, the default, keeps the exact date.
- The system automatically populates the current date in the date field by default. You can change specific dates manually according to the Date format established in your User settings (either MM/DD/YYYY or DD/MM/YYYY), or by using the Calendar (event).
- Even if you are not creating or running a customized or scheduled report, you may find it more convenient to use the Quick date selector, which assigns a general time frame (e.g., Today, Yesterday, Start of last week, End of last month, etc.) instead of a specific date.
Locations. Select All or individual locations. All is the default. Multiple individual locations can be selected.
Vendor. Choose the desired vendor from the dropdown.
Item name contains. Type all or part of an item name to display matching items.
Options
Highlight past due dates. Highlights in light red an item on a purchase order that has not arrived and is past its due date.
Show "from" and "to" dates. If checked, shows the at the top of the report, based on your From date and To date filters. The date range appears when Display is selected under Retrieve your report. If the report is retrieved by Email or Download, the date range will appear only if you print your spreadsheet. If a header is also entered for the report, the date range will be displayed below the header.
Group by. A set of options that allows you group items by None, Item, or Vendor. The default is None, which orders the rows according to their purchase order transaction number (PO #). If your Group by option is set to Item, all purchase orders that have that item on it will be grouped under the item name. The same principle applies when the Group by option is set to Vendor. Purchase orders will be grouped under the vendor listed on the transaction.
Header. Enter header text for the report, if desired. The header appears when Display is selected under Retrieve your report. If the report is retrieved by Email or Download, the header will appear only if you print your spreadsheet.
Footer. Enter footer text for the report, if desired. The footer appears when Display is selected under Retrieve your report. If the report is retrieved by Email or Download, the footer will appear only if you print your spreadsheet and will display above the system-generated text, Report Generated [date] [timestamp].
Columns
The default columns for the Open purchase order detail report are PO#, PO Date, Vendor, Item, Description, Ordered, and Backordered. Selecting a link in the PO# column will go to the purchase order transaction on the Purchase orders list.
Sixteen additional SOS column options are available, as well as any custom fields you have defined for purchase orders and items.
Sample Open purchase order detail report
The sample Open purchase order detail report below used Start of last month to Today as its date range. No options were selected. All the default columns (PO#, PO Date, Vendor, Item, Description, Ordered, and Backordered), plus Received and Open Amt, were selected.
On the report below, you can easily see for each item what was ordered on the purchase order, if any were received, and what is left on backorder.
