Supplier Purchase Report Guide - Track Purchases, Costs & Stock Easily

The Supplier Purchase Report helps track every purchase order created for suppliers. It provides a clear view of order status, product details, received quantity, and current stock cost, allowing businesses to analyse supplier-wise purchase performance.

Purpose of the Report

This report is mainly used to:

  • Monitor supplier purchase history
  • Track Goods Received (GR) vs New orders
  • Validate PI Qty, PI Cost, Current Qty, and Current Cost
  • Check product-level purchase details for inventory accuracy
  • Improve decision-making for reordering and supplier evaluation

Filters Overview

The top section includes flexible filters to refine your search:

Created On

Use this filter to select a date range for viewing all purchase orders created within a specific period.

Number

Search using the Purchase Order (PO) number for quick lookup.

Supplier

Filter your purchase records based on a specific supplier name.

Order Status

Choose from:

  • New (Order created but not received)
  • GoodsReceived (Purchase items successfully received)
  • All

Tracking Number

Enter tracking details if shipments have tracking IDs.

Order Items

Search by product name or choose All Brand to filter by product category or brand.

Report Columns Explained

Each row displays detailed information for every purchase order:

Created On

Shows the exact date and time when the purchase order was created.

Number

The unique PO reference number (Example: POINVC1003Tre).

Order Status

Indicates the current state:

  • New
  • GoodsReceived

Product Details

Under each PO, the following appear:

  • Name � Product name
  • Supplier or vendor item details

PI Qty

Represents the Purchase Invoice Quantity, meaning the number of units ordered.

PI Cost

Shows the cost per unit or cost recorded during purchase entry.

Current Qty

Displays the latest stock quantity in the system after purchase.

Current Cost

Represents the current valuation of the product in inventory.

How to Use This Report

  1. Select your desired date range.
  2. Choose a supplier if you want supplier-specific entries.
  3. Apply Order Status to view only pending or received orders.
  4. Search products using the Order Items filter.
  5. Review the purchase list with quantity and cost insights.
  6. Validate whether goods are received and stock is updated accordingly.

Key Benefits

  • Ensures accurate inventory management
  • Helps compare ordered vs received quantities
  • Highlights cost changes with current cost insights
  • Tracks supplier performance and purchase timelines
  • Supports financial and stock-level audits

Export Option

The report includes an Export button, allowing users to download the full report for:

  • Analysis
  • Documentation
  • Supplier review meetings
  • Accounting purposes