Your purchases broken down by organization, vendor, item, cost centre and site, with the quantity and amount on each line. You can slice a period's buying whichever way you need.
When to use it
For spend analysis: what a site spent, what one vendor supplied, or how much of an item you bought over the year.
Before you start
- Purchase Invoices must be entered for the period.
- Vendors, products and cost centres must exist in their masters.
- You need report access for Procurement.
Where to find it
Reports > Purchase > Purchase Report (Pivot). It is also on the menu under ERP > Procurement.
The fields on this screen
| Filter (on screen) | What it does |
|---|---|
| From Date | Start of the period this report covers. |
| To Date | End of the period this report covers. |
| Product | Limits the report to one product. Leave it blank to include every product. |
| Vendor Id | Limits the report to one vendor. Leave it blank to include every vendor. |
| Cost Center | Limits the report to one cost centre. Leave it blank to include every cost centre. |
| Organization | Limits the report to one organization. Leave it blank to include every organization you can see. |
Reading the report
- Each row is one purchased item line. A bill with five items gives five rows with the same vendor and cost centre, so you will see far more rows than bills.
- Amount is the line as billed: quantity times rate, before extra charges such as freight or duty. It is not the landed cost. To see what an item really cost, use the Purchase Invoice report, which adds each line's share of those charges.
- Quantity and Amount are totalled at the foot. The Amount total is your purchase spend for the filters you set. The Quantity total mixes items measured in different units, so it only means something once you have narrowed to one Product.
- From Date is required. The report will not run without it, and it starts at the beginning of the financial year.
- Only purchases are shown. Purchase returns are a different kind of document, so the spend here does not subtract anything you sent back. Read the Purchase Return report alongside it.
- Draft documents are included here. The Purchase Invoice report shows posted bills only, so when the two disagree, unposted bills are the usual reason.
- Doc Type always reads Purchase, because the report covers purchase bills only. Use Organization to see whether a figure is split across more than one company.
Tips and common mistakes
- Filtering by Cost Center and Site together shows only the overlap of the two, which is often nothing. Site is the code of the same cost centre.
- To compare an item's price over time, set the Product filter and divide Amount by Quantity on each row to get the rate.
Related guides
- Purchase Invoice report, Purchase Return report, Goods Receipt Note Report, Stock Summary.