Purchase Reports
Cash out to vendors: summaries, registers, payables aging, performance, payments and the purchase board reports.
The Purchases category holds 24 reports. They read posted bills, expenses, vendor payments, purchase orders and debit notes, and mirror the sales reports from the other side of the ledger. Purchase reports never offer a customer filter. Every report accepts a Center filter; most also accept Vendor, and the item-based ones Item.
The full list with paths and grants is on Report catalog.
Summaries and "By" Reports
Purchases Summary (purchase) totals spend for the period by a chosen dimension, with Compare for period columns and a Measure of Total Amount, Net Amount, Quantity or Count.
| Report | Group by | Filters |
|---|---|---|
| Purchases Summary | Vendor (default), Item, Center, Project, User, Tag | Vendor, Item, Center, Project |
| Purchase Trend | Vendor (default), Item, Center, Project — opens with Monthly columns | Vendor, Item, Center |
| Purchases by Vendor / Item / Center / Project / Tag | Fixed to the named dimension | Center, plus Vendor / Item / Project where relevant |
Registers and Document Lists
| Report | Rows | Summary figures |
|---|---|---|
| Purchases Documents | Every purchase transaction in the period | Documents, total amount, total balance |
| Bill Register | All bills with status, balance and aging | Bills, total amount, total balance, overdue count |
| Debit Note Register | Debit notes issued to vendors | Notes, total amount |
| Purchase Orders | Purchase orders with status | Orders, pending, received |
| Vendor Payments | Vendor payment vouchers | Payments, total paid |
| Vendor Balances | Outstanding balance per vendor | Vendors, total balance, average balance |
| Tax Paid (Input VAT) | Purchase tax by tax type | Total tax, document count |
Rows that name a vendor link to the vendor record.
Payables Aging
Navigate to: Reporting → Payables Aging (/reporting/purchase/payables)
Outstanding vendor payables by age, aged from each bill's own date. It is the same engine as Receivables Aging, speaking the other side's words: View reads By vendor / By bill, and the switch reads Include archived vendors. The As at date, the bucket presets, the by-bill facets and the tie to the payables control account all work identically — see Aging reports.
Payment Days (DPO) turns the open balance into days of purchases unpaid; Vendor Concentration shows how dependent spend is on the top vendors.
Performance
- Purchase Performance — spend KPIs (total, count, quantity, vendors, average) against the prior period, with a Show top selector of 50 / 100 / 250 / 500 rows; exports include all rows.
- Top Purchased Items — items ranked by spend with a cumulative share.
Purchase Board Reports
Four reports exist so the purchase dashboard's cards can be exported, emailed and scheduled: Payments by Account and Payments by Method (money paid out, by the account it left or how it was paid — these read Payment and Expense documents), and Owed to Vendors by Requester and Owed to Vendors by Location (open bills attributed to the person who raised each one or the location it belongs to, with a named unattributed remainder).
An expense paid directly and a payment voucher against a bill both leave money from an account, so both appear in Payments by Account and Payments by Method. The Vendor Payments register lists payment vouchers only.
Related Pages
- Vendor Ledgers (Excel) — a workbook with one sheet per vendor: Ledger workbooks.
- Payables reconciliation — does the sum of vendors equal the control account: AR / AP reconciliation.
- Vendor statements are generated from the vendor record: Purchases → Statements.