Purchase Orders Summary

What is a Purchase Orders Summary Report?

The Purchase Order Summary Report provides a consolidated view of purchase orders based on the selected criteria. It includes both Standard Purchase Orders and Transfer Purchase Orders, allowing users to analyze ordered and received quantities across vendors, stores, and delivery schedules.

The report can be filtered using criteria such as Delivery Date, Store, Purchase Order Number, Vendor, Tags, Memo, and Purchase Order Status, enabling users to quickly review purchasing activity and monitor purchase order fulfillment.

Running and Customizing Purchase Orders Summary Report

To access and work with the Purchase Orders Summary Report in XoroERP, follow these steps:

1. Navigate to Menu → Reports → Purchase → Purchase Orders Summary Report.

2. The report opens in an interactive pivot table format where you can customize the layout, apply filters, and analyze purchase order information based on your business requirements.

Report Filters

To help users quickly narrow down purchase order data, the Purchase Orders Summary Report provides several filters at the top of the screen.

• Order Date: Filters purchase orders based on a predefined period or a custom date range. Users can select a predefined period such as This Week, This Month, or specify a custom From and To date.

• PO Number: Displays information for a specific purchase order.

• Tags: Filters purchase orders using assigned tags.

• Memo: Filters purchase orders based on the memo entered in the purchase order.

• Vendor: Displays purchase orders for the selected vendor.

• PO Status: Filters purchase orders by their current status.

After selecting the required filters, click the Refresh icon in the top-right corner of the report to apply the changes.

Pivot Table Rows and Columns

The Purchase Orders Summary Report presents information using an interactive pivot table. Users can organize the report by arranging different fields into Rows, Columns, Values, or Report Filters, allowing purchase order information to be analyzed from different perspectives.

For example, users can group purchase orders by Vendor, Purchase Order, Store, Item, Status, or any other available field to generate customized summaries.

Purchase Orders Summary Report Fields

The Purchase Orders Summary Report contains a wide range of fields that can be used for filtering, grouping, and summarizing purchase order information.

Field	Description
PO	Displays the purchase order number.
Vendor	Displays the vendor associated with the purchase order.
Qty Ordered	Displays the total quantity ordered.
Qty Received	Displays the quantity received against the purchase order.
Qty Remaining	Displays the remaining quantity yet to be received.
Order Date	Displays the purchase order date.
Expected Delivery Date	Displays the expected delivery date.
Expected Ship Date	Displays the expected shipment date.
Store	Displays the store associated with the purchase order.
PO Status	Displays the current status of the purchase order.
Currency	Displays the currency used in the purchase order.
Total Amount	Displays the total purchase order amount.
Subtotal	Displays the subtotal before taxes and additional charges.
Tags	Displays tags assigned to the purchase order.
Memo	Displays the memo entered on the purchase order.
Third Party Ref	Displays the third-party reference number, if available.

These fields can be arranged in different sections of the pivot table to generate customized purchase order summaries.

Drill-Down Functionality

Total Sum of Qty Received

Clicking any value in the Total Sum of Qty Received column opens a Details window displaying the individual purchase order records that contribute to the selected received quantity. The window displays information such as the Purchase Order, Vendor, Qty Ordered, and Qty Received, allowing users to review the transactions that make up the summarized value.

Toolbar

The toolbar provides several options for managing, exporting, and customizing the report.

1. File

Save My Layout: Saves the current report layout for future use.

Restore Layout: Restores the previously saved report layout.

Restore Filters: Removes all applied filters and restores the default filter settings.

Save as New: Saves the customized report as a new report component for future use.

1. Tools

The Tools menu provides utilities for managing and interacting with the report layout.

• Expand All: Expands all grouped rows and columns in the report, displaying every level of the hierarchy for detailed analysis.

• Collapse All: Collapses all expanded rows and columns, displaying only the highest level of the report hierarchy for a summarized view.

• Fill Group Cells: Fills blank cells within grouped rows or columns by repeating the corresponding group values, making the report easier to read and export.

• Hide Group Cells: Hides repeated group values within grouped rows or columns, displaying the group value only once to provide a cleaner and more compact report layout.

1. Export

Users can export the report in multiple formats (CSV, HTML, PDF) for sharing or further analysis.

• Grid: Displays the report in an interactive grid layout.

• Charts: Display graphical representations of the report data for visual analysis.

Layout and Formatting Options

The right side of the toolbar provides options for customizing how the report is displayed.

Format

The Format option allows users to customize the appearance of the report, including number formatting, currency formatting, text alignment, decimal separators, thousand separators, and conditional formatting rules.

Options

The Options window allows users to customize how the pivot table is displayed. It provides settings for controlling the display of grand totals, subtotals, and the overall layout of the report.

The available options include:

Grand Totals: Controls whether grand totals are displayed in the report. Users can choose to:

• Do not show grand totals

• Show grand totals

• Show grand totals for rows only

• Show grand totals for columns only

Subtotals: Controls the display of subtotals within grouped data. Users can choose to:

• Do not show subtotals

• Show subtotals

• Show subtotal rows only

• Show subtotal columns only

Layout: Allows users to select how the pivot table is presented. The available layouts are:

• Compact Form

• Classic Form

• Flat Form

After selecting the desired options, click Apply to update the report layout or Cancel to discard the changes.

Fields

Selecting Fields opens the field configuration window where users can fully customize the report layout.

Within this window, users can search available fields, add or remove fields from the report, rearrange fields using drag-and-drop, and organize them into the Report Filters, Rows, Columns, and Values sections. Users can also expand or collapse field groups for easier navigation.

For example, drag Vendor into Rows to group purchase orders by vendor, PO Status into Columns to compare purchase orders across statuses, Qty Ordered or Qty Received into Values to summarize quantities, or Store into Report Filters to filter the report by store.

After making the required changes, click Apply to update the report.

Calculated Values: The Add Calculated Value option allows users to create calculated fields for the report.

Users can select predefined calculations or create custom formulas using mathematical operations and supported aggregation functions. These calculated values can then be added to the report like any other value field, enabling customized purchase order analysis based on business requirements.

Calculated values can also be defined using mathematical operations and system-defined functions such as SUM, AVERAGE, and other supported aggregate functions.