The Open PO Report helps you track all open Orders that have not been fully received or paid, enabling better management of financial obligations, accurate expense tracking, and efficient month-end or quarter-end closing processes.
TABLE OF CONTENTS
The Open PO Report will aid you in tracking all open Purchase Orders that have not yet been fully received or paid. With this report, you will better manage your financial obligations and accurately understand the expenses.
Key Functions of the Report
The main functional features of the report include:
- Identifying incomplete Orders — helps identify Purchase Orders that are not yet finalized.
- Understanding outstanding amounts — provides information about amounts that are still awaiting payment or receipt.
- Better financial flow control — aids in monitoring financial flows and planning for future expenditures.
- Streamlining month-end or quarter-end processes — ensures accurate tracking of all expenses that need to be accounted for, making the month-end or quarter-end closing processes much more efficient.
The report will display POs in the following statuses: Approved, In Revision, Pending, and Matching.
The report covers all PO types including: Standard POs, Blanket POs, and Custom POs.
All amounts and calculations in the report are presented in both the document and the company currencies.
How to Create a Default Open PO Report
To generate a new report please follow the steps below:
1. Open the Reports module and select the Open Purchase Orders one in the default section.
2. Select the preferred data display:
- By Document Total — this view shows the overall Total for each PO, similar to the Purchase Order Export by Document report. This view is activated by default.
- By Items — this view breaks down the amounts for each item within the PO, similar to the Purchase Order Export by Item report.
You can also select the preferred currency to display the calculations in the generated report: Document or Company currencies.
3. Set the needed filters for your data and click the Run button to generate the report. Click Export to save the file in XLSX format.
There should be at least one date filter set to be able to create the report.
Alike with other reports, you can save the configured filters and set up automated scheduled reports.
How to Create a Custom Open PO Report
To generate a new custom report please follow the steps below:
1. Open the Reports module and click the Create Custom Report button.
2. Enter the Name, select the Purchase Order document type, and set the preferred Report Access Type.
2. Add the columns you need to be displayed and click the Save and Create button.
3. Open the created report in the custom section, set the needed filters for your data, and click the Run button to generate it. Click Export to save the file in XLSX format.
There should be at least one date filter set to be able to create the report.
Alike with other reports, you can save the configured filters and set up automated scheduled reports.
Calculation Columns Overview
Please see the specifications for the calculation columns that are present in the report:
- Purchase Order Total — The total amount of the Order.
- Total Invoiced — Includes all Invoices related to the PO that have the Pending, Approved, In Revision, and Paid statuses.
- Total Uninvoiced — The difference between the Purchase Order Total and the Total Invoiced. This represents the amount for which an Invoice is yet to be issued.
- Total Received — The total number of items added to the Receipt with a Received status. It is important to note that this always reflects the Net amount.
- Total Waiting — The difference between the Purchase Order Net Total and the Total Received, indicating the amount that still awaits receipt of goods or services.
- Total Received Not Invoiced — The difference between the Total Received and the Net Total Invoiced. This can be a negative value, indicating that less has been received than invoiced. The Receipt always reflects the Net amount, so this difference is calculated in Net terms. This column is crucial for a quick understanding of whether the received amount matches the invoiced amount.
- Paid — The total of payments made against the PO and its associated invoices, including any payments made through a Credit Note.
- To Pay — The difference between the Purchase Order Gross Total and the Paid amount in the Document Currency.
It is important to note the distinction between Gross and Net columns, which depends on whether your company uses Taxes.