Read Purchase View
Purchase View has two sections on one screen: Supplier Relationships, which ranks your top 10 suppliers, and Order to Fulfilment, which shows how much of your ordered value has been received. This page explains what each figure means, how to open the bills behind it, and how to refresh it.
Video coming soon: Tour of Purchase ViewGo to Biz View › Purchase View. The figures are for the business unit you are working in, in its currency. Large amounts are shortened, for example 1.20L or 24.11Cr in India. Hover a figure to see the exact amount. Sales View is the same screen for your customers, and reads the same way.
Supplier Relationships
The section is headed Supplier Relationships, with the line "Top 10 · spend, payables & open orders in one view".
The two tiles
Two tiles sit at the top.
- Payable: what you owe suppliers now. It counts bills that are Open or Partial Paid, with tax. Under it, in red, is how much of that is overdue: bills whose due date has been reached. If nothing is overdue the line is not shown.
- Open Orders: the value of purchase orders that are still open, plus the part of partly received orders still to come. The tile says "ordered · not yet billed".
The tiles add up the suppliers listed below them. They can be lower than the Accounts Payable bar on My Biz, which counts every supplier.
The supplier list
One row per supplier, with up to 10 rows. Each row has the supplier's initials, its name, a bar split into Current, Overdue and Open order, and three columns. Hover a column name to see what it means.
| Column | Shows |
|---|---|
| Share | The supplier's share of all your spend over the last 12 months. A dash means no spend with this supplier in that time. |
| Payable | What you owe the supplier now, current plus overdue. A dot beside it means part of it is overdue. Hover for the two amounts. |
| Open | The value of orders still open, as described for the Open Orders tile. |
The bar of each row is drawn against the supplier with the largest total, so you can compare suppliers at a glance.
Suppliers are ranked by what is live with them now: Payable plus Open. When two are equal, the one with more spend comes first. The list is put together from your ten biggest suppliers by spend, by payable and by open orders, then ranked by the live total and cut to ten.
Share covers the last 12 months. Payable and Open are balances as of now, not for a period.
Open a supplier's bills
Click a row to expand it. You see the supplier's Current, Overdue and Open orders amounts, then a list headed "Outstanding payable documents". Each line has the bill number, its due date, a badge that reads current or Nd overdue, and the amount still pending. The earliest due date comes first. Only bills that are Open or Partial Paid are listed, and up to 100 of them.
Click a bill number to open the bill. Click the row again to close it. A row that has no supplier record behind it, for example one that shows only spend, does not expand.
Find any supplier
The box at the top reads "Find any supplier…". Type a name and pick one, even if the supplier is not in the top 10. Its row appears above the list, already expanded, showing its Payable and Open figures. The two tiles and the top 10 list stay as they were. Click Clear to remove it.
If the supplier has nothing outstanding and nothing on order, it says "No outstanding or open items for this supplier."
Order to Fulfilment
The second section is headed Order to Fulfilment, with the line "Purchase order → receipt". A ring shows the Fulfilment Rate: the value received divided by the value ordered over the last 12 months, by order date. Orders that are Open, partly received, fully received or closed are counted. Orders in any other state, such as cancelled, are left out.
Under the ring a pill says On Track with the threshold, for example "On Track (≥85%)", or Below Threshold with the threshold, for example "Below Threshold (<85%)".
| Ring colour | Means |
|---|---|
| Green | The rate has reached the threshold. |
| Amber | Below the threshold, but 50% or more. |
| Red | Below 50%. |
Beside the ring, a panel lists these amounts, which include tax:
| Line | Shows |
|---|---|
| Total PO Amount | The value of the purchase orders counted. Its percentage is 100%. |
| Delivered | The value received, including the received part of partly received orders, with its percentage of the ordered amount. |
| Pending | The value still to receive, with its percentage of the ordered amount. |
| Total Billed | The value of the bills dated in the same period, voided ones left out. It is a separate total, so it has no percentage. |
Under them are the Fulfilment Rate, the Threshold and the Status, which is Fulfilled when the rate reaches the threshold and Pending when it does not.
Change the threshold
The Threshold starts at 85%. Type a number from 1 to 100 in the Threshold box at the top right of the section and click Apply. The ring, the pill and the Status update. The threshold goes back to 85% when you leave the page or reload it.
Video coming soon: Change the fulfilment thresholdRefresh and period
- A refresh button at the top right of the first section shows how long ago the figures were updated, such as "Updated 2m ago". Hover for the exact time. Click it to refresh at once.
- Purchase View refreshes by itself every 5 minutes while it is open. When you come back to it you see the last figures straight away, and they update behind.
- A Time period box shows Last 12 Months but is switched off. You cannot change the period here. For another period, use the purchase reports.
Who can do what
Access is per role: View or Add/Edit. Purchase View only needs View. There is nothing to add or edit on it.
| You want to | You need |
|---|---|
| Open Purchase View | View on Purchase View |
| Show supplier data | View on Bills and Purchase Orders |
| Search for a supplier | View on Suppliers |
| See the bills when you expand a row | View on Bills |
| Open a bill from the list | View on Bills |
Purchase View needs View access to Bills and Purchase Orders to show supplier data. A tab you do not have access to is not shown. If you open the page without access, you see a "no access" page. Ask your administrator to change your role.
On mobile
Same on iPhone and Android. Purchase View is a tab on the Dashboard screen, in the strip with My Biz, Sales View and Sales Pipeline. Tap a tab or swipe sideways. The strip shows only the views your role can open.
- The same two sections, laid out as cards. Each supplier is a card with its initials, name, the bar, and the Payable, Open and share figures. Tap a card to expand it. It shows the same amounts and an "Outstanding bills" list. Tap a bill number to open the bill.
- Tap the magnifier in the section header to find any supplier. The supplier you pick takes the place of the two tiles, already expanded. Tap the cross to clear it and bring the tiles back.
- Order to Fulfilment has a button showing the threshold, such as 85%. Tap it, enter a whole number from 1 to 100 in Fulfilment Threshold, and tap Apply. Apply stays off until the number is valid.
- Pull down to refresh, or tap the refresh button at the top. A "Last updated" line shows the time. There is no period box, it is always the last 12 months, and it does not refresh by itself.
The Android app is on Google Play. The iPhone app is coming soon to the App Store.
Problems and fixes
It says "No supplier data available."
There are no unpaid bills, open orders or spend in the period yet. It also shows when your role cannot see Bills or Purchase Orders, because Purchase View needs View access to both to show supplier data. Ask your administrator.
A supplier I know is not in the list
Only 10 suppliers show. Use the Find any supplier box to look up any other.
I click a supplier and it says "Couldn't load documents."
Your role may not have View on Bills. Ask your administrator.
The status says Pending although most orders are received
The status is Fulfilled only when the rate reaches the threshold. Lower the threshold, or receive more.
The figures look old
Click the refresh button, or pull down on the phone. The time next to it shows when they were last updated.
Related
- Purchase View overview
- Sales View, the same screen for customers
- Dashboard
- Purchase order