Reporting on purchase orders

Open: Purchase Orders > Enquiries > View Purchase Order.

• Select an order fro the purchase order list and click View. From here you can also check cancelled order lines, notifications, if the order needs authorising and attachments.
• To check the line details, requisitions, deliveries, invoices and analysis codes, select the line and click View Item and then click the relevant button.

• Use the View purchase orders stock item enquiry (Purchase Orders > Enquiries ). This shows all orders for a selected stock item.
• Use the Purchase Documents Lines workspace (Purchase orders > Enquiries ). Enter the stock name or code in the toolbar filter.

Open: Purchase order list > Reports

These reports show information about where orders are in the order process.

• Order Status - a list of current status of all orders.
• Not fully received - a list of orders that have been part received.
• Fully received, not fully invoiced - a list of orders that have been received but not invoiced.
• Purchase orders not printed - a list of unprinted orders.
• Invoices pending - Lists purchase order goods where an invoice has not been received

• Highlight a purchase order or return from the top list and see the details in the bottom section. Use the drop-down to change the view to show the delivery or invoice address, and analysis codes for your purchase orders.
• Find a specific order or return by using the toolbar filter to find an order by document number, supplier or date.
• Show orders for a specific supplier, value, analysis code etc. by creating filters.

Use the Purchase Documents Lines workspace (Purchase orders > Enquiries ) to see a list of all the lines on your purchase orders and returns. You can see information such as the received and invoiced quantity for each line, and related invoices and credit notes.

• Highlight an order or return line at the top and see details of the orders for that line at the bottom. use the drop-down to change the view to show the invoice and credit lines, receipt and despatch lines, requested dates, analysis codes, linked sales orders and linked sales order totals.
• Find all the orders for a specific item by using the toolbar filter the order lines by item name or code.
• Find all the lines per order by using the toolbar filter the lines by a single order number.
• Print a list of the document lines that you are interested in.
• Export the list of document lines that you are interested in to an Excel spreadsheet.

Use the Purchase Documents Status workspace (Purchase orders > Enquiries > Purchase Documents Status) to see the details and lines of all orders and returns.

• Use the Status Pipeline Indicator to see the % of the order or return that has been received, invoiced.
• See what's on the order by selecting the order in the top section. The order lines are shown in the bottom section.
• See information about the supplier by selecting the order in the top section. The order details are shown to the right. Use the drop-down the change the view.
• See the lines details such as the nominal account, VAT codes etc. by selecting the line at the bottom. The line details are shown to the right. use the drop-down the change the view.

• Use the Cancelled order lines report (Purchase order list > Reports) to see details of the orders lines that have been removed from orders.
• View the order (Purchase Order List > View) and then click Cancelled order lines.

Open: Purchase order list > Reports

• Use the Order receipts pending (Purchase order list > Reports) report for a list of orders where items have not yet been received.

• Use the Deliveries report (Purchase order list > Reports) to see details of your goods received, grouped by purchase order. This includes the GRN The Goods Received Note (GRN) number is assigned to a record when goods or services are confirmed as received. It is also applied to a record when goods are returned to a supplier during the Confirmed Goods Returned activity. number, delivery date, quantity delivered and the person who recorded the goods in.
• Use the Purchase GRNS workspace to trace orders from goods received notes (GRNs).
  • See all the details of what was received by selecting a GRN from the top list. The details are shown in the bottom list. Use the drop-down to change the view to see GRN details, GRN lines and purchase orders.
  • Use the filter options to search for GRNs such as those related to a specific supplier.
  • Use the toolbar filter to find a GRN by number or supplier document number.
  • Print a list of the GRNs that you are interested in.
  • Export the list of GRNs that you are interested in to an Excel spreadsheet.

• Use the Items Requiring Ordering report (Purchase orders > Reports > Processing > Order lines) to find stock items that have fallen below their re-order level and see the quantity that is required for per item per warehouse. You must have generated your purchase order list for information to display in the report.

Use the Invoices and Credit Notes report (Purchase order list > Reports) to see a list of all items that have been invoiced by supplier.

Use the Purchase Invoices and Credits workspace (Purchase orders > Enquiries) to see a list of all the items included on an invoice or credit note.

• See the details of the purchase order for an item by selecting the line in the top list. See the details in the bottom list. use the drop-down to change the view between order lines and purchase order details. Highlight an invoice or credit note line and to see the line details and linked purchase order and return lines.
• Search for lines related to a specific invoice, or to a specific product item by using the toolbar filters.
• Find a specific order line by using the toolbar filter to find a line by invoice number, order number, or stock item.
• Print a list of the lines that you are interested in.
• Export the list of lines that you are interested in to an Excel spreadsheet.

• Select a return from the Purchase Order List and click View. From here you can also check cancelled return lines.
• To check the line details, despatches, credit notes and analysis codes, select the line and click View Item and then click the relevant button.

• Use the View purchase orders stock item enquiry (Purchase Orders > Enquiries ). This shows all orders and returns for a selected stock item. Sort the list by Type.
• Use the Purchase Documents Lines workspace (Purchase orders > Enquiries ). Enter the stock name or code in the toolbar filter.

Open: Purchase order list > Reports

• Returns Status - a list of current status of all returns.

• Not Fully Despatched - a list of returns that have been part despatched.

• Fully Despatched Not Fully Credited - a list of returns that have been despatched but not credited.

• Despatch Pending - Lists purchase return lines where goods have not yet been despatched.

• Credit Notes Pending - Lists purchase order lines where a credit note has not been created.

• Use the quick filter on the document type column to only show returns.
• Highlight a return from the top list and see the details in the bottom section. Use the drop-down to change the view to show the delivery or invoice address, and analysis codes for your purchase orders.
• Find a specific return by using the toolbar filter to find an order by document number, supplier or date.
• Create filters to show orders for a specific supplier, value, analysis code, etc.

Use the Purchase Documents Lines workspace (Purchase orders > Enquiries) to see a list of all the lines on your returns. You can see information such as the despatched and credited quantity for each line, and related credit notes.

• Highlight a return line at the top and see details of the returns for that line at the bottom. Use the drop-down to change the view to show the credit lines, despatch lines, and analysis codes.
• Find all the orders for a specific item by using the toolbar filter the order lines by item name or code.
• Find all the lines per order by using the toolbar filter the lines by a single order number.
• Print a list of the document lines that you are interested in.
• Export the list of document lines that you are interested in to an Excel spreadsheet.

• Use the Orders and Returns (Detailed) report to see a list of all orders and returns per supplier, including details of items and quantities.

• Use the Orders and Returns (Summary) report to see a list or orders and returns for each supplier, with just the status and overall amount.

• Use the Invoices and Credit Notes report (Purchase order list > Reports) to see a list of all items that have been invoiced by supplier.

• Use the Receipts and Despatches report to see goods received and despatched for each purchase order and return per supplier. This includes the order or return number, items ordered, quantity and warehouse

• Use the POP Items for Negotiation report to discuss costs with your supplier before ordering the goods. Lists any stock items that you have flagged as for negotiation when generating purchase orders. See Generate purchase orders.

Open: Purchase Orders > Processing > Purchase Order Authorisation in the Sage 200 desktop.

Open: Purchase Order Processing > Purchase Order Authorisation in the Self Service web app.

Use this to see details of purchase orders that require your authorisation, and to authorise your orders.

• To authorise an order, select the order from the top list then select Authorise Orders.

• If you want to raise a question with the order originator, select Query Order.
• To see orders that have been authorised, check the bottom left list.
• To see details of queries, notifications and or an audit trail of authorisation events, select an order in the top list. The details are shown in the bottom right. Use the drop-down to change the view to see audit events, notification details, order lines, associated sales orders, and attachments.
• To see orders relating to a specific supplier, by analysis code, or above a certain value, use the filters to sort the top list.
• Print a list of the orders that you are interested in.
• Export the list of orders that you are interested in to an Excel spreadsheet.

Open: Purchase Orders > Processing > My Unauthorised Purchase Orders in the Sage 200 desktop.

Open: Purchase Order Processing > My Unauthorised Purchase Orders in the Self Service web app.

• See the details of the orders by selecting an order in the top list. The items on order are shown in the bottom list and the order details to the right. Use the drop-down to change the view.
• To see orders related to a specific supplier, or relating to an specific analysis code or orders above a certain value, sort and filter the list of orders or order lines.
• Print a list of the orders or order lines that you are interested in.
• Export the list of order or order lines that you are interested in to an Excel spreadsheet.

Open: Purchase Order Processing > My Purchase Requisitions in the Self Service web app.

Open: Purchase Orders > Purchase Requisitions > My Purchase Requisitions in the Sage 200 desktop.

• Select a requisition to see the Purchase Requisition Lines it contains, and more information in the Requisition Detail.

• Select a requisition line to see more details in the Requisition Line panel.

  Tip: Here you can see any comments added by the authoriser, such as why a requisition line was rejected.

• To view or amend a requisition, click its number in the Document No column.
• To delete a draft requisition, tick the box to select the requisition, then select Actions > Delete.
• You can see the Status of the requisition, to see if it's submitted, rejected, or still a draft.
• Sort and filter the list of requisitions or requisition lines. Use the filter options to restrict what's shown in the list, such as requisitions for a particular budget, with a certain status, or made on a certain date.
• Print a list of the requisitions that you are interested in.
• Export the list of requisitions or requisition lines that you are interested in to an Excel spreadsheet.

See My Purchase Requisitions workspace.

Use the POP Requisitions Excel report ( Excel Reporting > Excel Reports).

This shows details of all your purchase requisitions, showing the requisitions and their item lines, their authorisation status, and how they've been fulfilled.

Open: Purchase Order Processing > My Authorised Purchase Requisitions in the Self Service web app.

Open: Purchase Orders > Purchase Requisitions > My Authorised Purchase Requisitions in the Sage 200 desktop.

• Select an item from the Authorised Requisition Lines list to display its details.
• The Requisition Details panel shows who requested the item and any comments.
• Purchase order details for the requisition line are shown in the Requisition Fulfilment Lines panel.

See My Authorised Purchase Requisitions workspace.