Purchasing Report
The Purchasing Report (Purchasing & COGS) provides comprehensive analytics on your purchase orders, vendor relationships, and cost of goods sold. This report is essential for inventory cost management, vendor performance evaluation, and supply chain optimization.
Accessing Purchasing Reports
Navigate to Reports → Purchasing from the main navigation. The report defaults to showing today's purchasing data.
Location Filtering
For businesses with multiple receiving locations:
- All Locations: View purchase orders across all locations
- Specific Location: Analyze purchasing for a single location
This helps manage location-specific inventory costs.
Filters
The filter panel provides several options:
- Date Range: Select start and end dates for analysis
- Status Filter: Filter by PO status (Draft, Sent, Received, etc.)
- Vendor Filter: Filter by specific vendor (optional)
- Generate PDF: Export the purchasing report as a PDF
- Download Excel: Export comprehensive data as an Excel workbook
- Refresh: Reload the report data
Purchasing Summary
Summary Cards
The overview displays key purchasing metrics:
- Total Purchase Orders: Number of POs in the selected period
- Total Purchase Value: Combined value of all purchase orders
- Total Items Purchased: Sum of all line items ordered
- Average PO Value: Total value divided by number of POs
Value Breakdown
Additional financial metrics:
- Pending Value: Value of draft, unsent, and sent POs
- Approved Value: Value of closed/approved POs
- Received Value: Value of partially and fully received POs
- Cancelled Value: Value of cancelled POs
Status Distribution
Status Chart
A visual breakdown of purchase orders by status:
| Status | Description |
|---|---|
| Draft | POs being prepared |
| Unsent | Completed but not sent to vendor |
| Sent | Sent to vendor, awaiting fulfillment |
| Partially Received | Some items received |
| Fully Received | All items received |
| Closed | PO finalized and closed |
| Cancelled | PO cancelled |
Status Counts Table
A detailed table showing:
- Number of POs in each status
- Total value per status
- Percentage distribution
Purchase Over Time
An interactive chart showing purchasing trends:
- Daily Purchase Value: Total PO value created per day
- Order Count: Number of POs per day
- Status Breakdown: Pending vs. received value over time
This helps identify:
- Purchasing patterns
- Seasonal ordering trends
- Inventory restocking cycles
Product Analysis
Top Products by Purchase Value
A table showing your most-purchased products:
| Column | Description |
|---|---|
| Product Name | The item purchased |
| Total Quantity | Total units ordered |
| Total Value | Combined purchase value |
| Average Price | Value ÷ Quantity |
| Order Count | Number of POs containing this product |
Product Price Trends
For each product, you can track:
- Price history over time
- Price variations across vendors
- Average weighted price
This helps identify:
- Price increases that need addressing
- Vendors offering better pricing
- Cost optimization opportunities
Vendor Analysis
Top Vendors by Spending
A comprehensive vendor analysis table:
| Column | Description |
|---|---|
| Vendor Name | The supplier |
| Total Purchases | Combined value of all orders |
| Paid Amount | Amount paid to vendor |
| Unpaid Amount | Outstanding balance |
| Order Count | Number of POs placed |
| Average Order Value | Spending ÷ Order Count |
Vendor Performance Metrics
Additional insights for each vendor:
- Fulfillment Rate: Percentage of orders fully received
- Completion Rate: Percentage of orders closed/completed
- Cancellation Rate: Percentage of cancelled orders
- Active Order Rate: Percentage of orders currently in progress
- Average Expected Lead Time: Based on order and expected delivery dates
- Reliability Score: Overall vendor reliability rating
Vendor Status Distribution
For each vendor, view the breakdown of:
- Draft orders
- Sent orders
- Received orders
- Closed orders
- Cancelled orders
COGS Analysis
Cost of Goods Sold
The COGS section provides insights into inventory costs based on received purchase orders:
- Daily COGS: Total value of received items per day
- Item Count: Number of items received per day
- Average COGS: Average cost per item
Note: Only fully and partially received POs are included in COGS calculations.
COGS Trend Chart
A chart showing cost trends over time, helping you:
- Track inventory cost fluctuations
- Identify cost increases
- Plan for pricing adjustments
Purchase Order Details
Detailed PO List
A complete list of all purchase orders matching your filters:
| Column | Description |
|---|---|
| PO Number | Unique identifier |
| Vendor | Supplier name |
| Date | Order date |
| Expected Date | Expected delivery date |
| Status | Current status |
| Items | Number of line items |
| Subtotal | Pre-tax total |
| Tax | Tax amount |
| Freight | Shipping costs |
| Total | Final total |
| Location | Receiving location |
| Created By | User who created the PO |
| Approved By | User who approved (if applicable) |
Export Options
PDF Report
Generate a formatted PDF containing:
- Summary statistics
- Status distribution
- Top vendors and products
- COGS analysis
Excel Export
Download a comprehensive Excel workbook with multiple sheets:
| Sheet | Contents |
|---|---|
| Purchase Summary | High-level totals and averages |
| Purchase Orders | Complete PO list with details |
| Top Vendors | Vendor performance data |
| Top Products | Product purchasing data |
| Purchase Over Time | Daily breakdown |
| COGS Analysis | Cost of goods sold data |
Understanding Purchasing Metrics
Vendor Reliability Score
Reliability = 100 - (Cancellation Rate × Penalty Factor)A score of 100 indicates perfect reliability (no cancellations).
Fulfillment Rate
Fulfillment Rate = (Fully Received Orders / Total Non-Cancelled Orders) × 100Average Lead Time
Lead Time = Expected Date - Order Date (in days)Calculated only for POs with both dates set.
Tips for Using Purchasing Reports
- Vendor Evaluation: Use performance metrics to identify reliable vs. problematic vendors
- Price Monitoring: Track product prices over time to catch increases early
- Inventory Planning: Analyze purchasing patterns to optimize reorder timing
- Cost Control: Monitor COGS trends to maintain healthy margins
- Payment Planning: Review unpaid amounts to manage cash flow
- Lead Time Analysis: Compare expected vs. actual lead times across vendors
- Status Management: Regularly review pending POs to keep orders moving
- Location Optimization: Compare purchasing across locations to identify efficiencies