Purchased Items Report
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The "Purchased Items Report" provides a detailed overview of each item on your purchase orders, based on the selection criteria you choose. This can range from the expected delivery dates to item-specific details, allowing for a tailored approach in monitoring your procurement activities. This comprehensive report helps businesses track their purchasing activities and make informed decisions based on timely and accurate data.
To access and work with Purchased Items Report in XoroERP, follow these steps:
Navigate to Menu > Reports > Purchase > Purchased Items Report.
Clicking on the Report icon allows you to print the report in either "Grid" or "Pivot Table" format, offering versatility in data presentation.
To enhance the usability and efficiency of the Purchased Items Report, various filters are available, enabling users to narrow down the data based on specific needs or investigative queries. These filters are located at the top-left corner of the screen. Among these filters are:
Order Date: Allows filtering of purchase orders based on when they were placed. You can choose from the following options:
Select a pre-defined period from the dropdown menu (e.g., this week, last month, last quarter, etc.)
Enter a custom date range by specifying the "From" and "To" dates
PO Number: Enables users to search for specific purchase orders.
Item Number: Filters the report to only show data for a specific item number.
Description: Allows you to search for the items in the purchase orders by the item description.
Tags: Allows you to search for the items in the purchase orders by the item tag.
Vendor: Filters the report by the vendor name, helping to isolate purchases from specific suppliers.
PO Status: Allows you to select the purchase order status (e.g., Open, Closed, Partially Received) for which you want to want the details.
Line Status: Allows you to view the data by the status of individual line items within the purchase orders.
After selecting the filter, click on the "Refresh" icon at the right-hand corner of the report to apply the changes.
These sections display fields and hierarchies for organizing data in the pivot table format, providing a structured view of financial information.
PO
This field shows the unique identifier for each purchase order.
Vendor
This field shows the name of the supplier or vendor from whom the item was purchased.
Item
This fied shows the specific item that was purchased.
Line Status
This field shows the current status of the item line in the purchase order, indicating where in the process the item currently stands.
Qty Ordered
This field displays the total quantity of the item ordered on the purchase order.
Receipt Date
This section displays the item quantity received by the receipt data. This section is divided into sub-section, displaying the dates within the selected period. The quantities are captured under the date they were received.
Total Sum of Qty Received
This field shows the the total quantity of the item received within the specified date.
These elements collectively offer a snapshot of the procurement status, equipping procurement managers and business stakeholders with data to assess purchase efficiency and vendor reliability.
Customizable Columns: Users can easily edit column field values to customize the report according to their specific requirements. This feature is accessible by clicking the settings icon next to each column header.
For instance, if you want to customize the report based on the item number, click on the gear icon next to the "Item" column header. This opens up the Item screen with all the items displayed in the report. You can check or uncheck the boxes against the item names to include or exclude the items from the report.
Additionally, you can filter the report by labels and values.
Filter by Labels: To filter the report by label, follow the steps below:
Select the "Labels" option.
From the dropdown menu, select the condition you want to apply (e.g., Equal, Not Equal, Contains, etc.). Then, enter the label value to filter the report. For example, if you want to see the report for item #999, select the "Equal" condition and enter the item number in the label field. Click "Apply" to apply the filter.
To remove the filter, click on "Clear label filter".
Filter by Values: To filter the report by label, follow the steps below:
Select the "Values" option.
Select the condition from the dropdown menu and enter the value to filter the report. For example, if you want to see the report for items with a quantity received of 1 unit, select the "Sum of Qty Received" option from the first dropdown menu, then select the "Equal" condition and enter "1" in the value field and click "Apply".
To remove the filter, click on "Clear value filter".
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The toolbar provides users with a range of controls aimed at enhancing the management and customization of the report.
File:
Save My Layout: This option enables users to save their current report layout, preserving any modifications made.
Restore Layout: Users can restore the previously saved layout of the report using this option.
Restore Filters: This functionality allows users to revert any applied filters to their original settings.
Save as New: Users can save the current report layout as a new report in the system. Selecting this option will open up a pop up window, "Save as New Report Component". Enter a name and description for the report. Then, select the section in the Report library where you want to place the report from the "Report Group" dropdown option. Select "Save" to create the new report.
Tools:
Expand All: This option allows users to expand all sections of the report to view detailed data.
Collapse All: This option collapses all sections of the report, providing a more concise view.
Fill Group Cells: Select this option to fill empty cells within grouped sections of the report with relevant data.
Hide Group Cells: This option allows users to hide empty cells within grouped sections, streamlining the report's appearance.
Export:
Grid: Users can export the report data in grid format, retaining the tabular structure of the report.
Chart: This option enables users to export the report data in chart format, providing visual representations of the data.
Users can seamlessly switch between grid and chart formats to suit their analysis needs, leveraging the diverse presentation options offered in the report.
This section allows users to customize the appearance and structure of the report for improved readability and data analysis. From here, users can modify the format and the layout in which data is displayed. Additionally, you can add or remove fields from the report to only show data relevant to your needs.
The Format section is where you can modify the formatting of your data to update how it's displayed in the report. This section is divided into two main categories: Format Cells and Conditional Formatting.
Within the Format Cells section, you'll find a range of options to fine-tune the appearance of your data:
Choose Value: This option allows you to select the value you wish to format (All Values or Qty Received).
Text align: This options allows you to select the alignment of the text, either left or right.
Thousand separator: This option allows you to select the separator for the thousand number values. Available options include: None, space (" "), comma (","), and period ("."). For instance, selecting the comma option will display the value as 9,999,888.
Decimal separator: This option allows you to select the decimal separator for numerical values. You can choose from the following options: period (".") and comma (","). For example, selecting the period option will display the value as 2.125.
Currency Symbol: This option allows you to enter the symbol to append to currency values, such as $ or €. For example, enter $ to display the currency value as $10 instead of just 10.
Positive currency format: This option is activated when you enter the currency symbol and allows you to select the format of the positive currency value. For instance, if you have entered "$" as the currency symbol, you will have the following options to choose from: $1 and 1$.
Negative currency format: This option is activated when you enter the currency symbol and allows you to select the format of the negative currency value. For instance, if you have entered "$" as the currency symbol, you will have the following options to choose from: -$1, -1$, $-1, $1-, ($1), and (1$).
Null Value: This option allows you to enter the value that will be inserted in place of all the null values in the report.
Format as percent: This setting can be toggled between true or false to determine whether the value is displayed as a percentage.
Conditional Formatting empowers users to customize the appearance of cells within the grid based on predefined conditions. This includes options to adjust font styles, sizes, and colour of the data.
Here's how you can set up conditional formatting:
Value: From the dropdown menu, choose between applying conditional formatting to All values or exclusively to the Qty Received. Next, choose the condition from the dropdown menu in the subsequent field, such as "less than," "equal to," or "greater than". Then, enter the desired value in the adjacent field.
Format: In the Format section, select the text font and size from the relevant dropdown menu. Additionally, you can choose the color of the text to customize the formatting according to your preferences.
Then, click "Apply" to apply the condition. You can add multiple conditions. To add a condition, click the "+" button labeled "Add Condition" and enter the formatting.
You have the option to specify the layout preferences for the report, determining how it will appear both on-screen and when printed. You can do so by clicking on the Options button. It will open the popup window where you will get the following options:
Grand Totals: This setting determines the display of grand totals within the report. You can choose whether to include grand totals or not, and specify whether you want them to be shown for rows only, columns only, or both.
Subtotals: Similar to grand totals, this setting controls the display of subtotals within the report. You can choose whether to include subtotals or not, and specify whether you want them to be shown for rows only, columns only, or both.
Layout: This feature enables you to select from various layout options, including compact, classic form, and flat form layouts, providing flexibility in how the report is presented and organized.
To apply the changes click on the "Apply" button at the top-right corner of the report.
When you click on the Fields button, a popup window will appear, providing access to edit the fields within the Report view. Within this popup, you have the capability to add or delete fields according to your requirements. Tick the checkbox next to the fields you wish to include in the Report view. Additionally, you can rearrange the order of fields by simply dragging and dropping them as needed.
The popup window allows you to organize fields by dragging and dropping them into different relevant sections: Report Filters, Columns, Rows, or Values.
For instance, if you wish to include fields such as Country Code, State Code, or Store for analysis, you would drop them into the Values section within the Fields window.
To filter the report based on a specific field, simply drag and drop it into the Report Filters section. This allows you to refine the data displayed according to your criteria.
If you want to present a specific field as a column within the report, drag and drop it into the Columns section. This arrangement facilitates easy comparison of data across different fields.
Calculated Value - If you wish to include calculated values in the report, you can achieve this by clicking on the Calculated Value button. This action will open a dropdown menu offering various options for calculated values. You can select the desired values from the dropdown menu and then drag and drop them into the report.
In addition to selecting values from the dropdown, you have the option to customize formulas by editing them in the empty field provided below the dropdown menu. This flexibility allows you to create complex calculations tailored to your specific reporting needs.
Furthermore, if you prefer to calculate individual values separately, you can enable this feature by clicking the Calculate individual values button. This functionality ensures that each value is computed independently, providing granular insights into your data analysis.
