Pending Purchase Order Items
Lists every purchase order line that still has something left to do: goods to receive or value to bill. One row per line, not per order. Use it to chase suppliers line by line and to see which deliveries are late.
Quick look
- Go to Reports › Purchase Reports and click the Pending Purchase Order Items card.
- The report runs by itself, soonest delivery first. Pick a Supplier or an Item to narrow it.
- Click Run Report.
- Click a PO# to open that order in a new tab.
Done. You see every open order line, the most overdue first.
Full guide
What it shows, and when to use it
Each row is one line of a purchase order that is Open, Partial Fulfilled or Fully Fulfilled and still has quantity to receive or to bill. A fully fulfilled order can be on the list: an order's status follows billing, so an order billed in full before its goods arrived still shows the goods to receive. Lines with nothing pending, and drafts, orders in review and rejected, closed or expired orders, are left out. A service line has no goods to receive, so it can appear only for billing.
It does not start on last month the way the order reports do: open lines from earlier months are exactly what it is for.
Filters and date range
Click the filter button beside Run Report to show or hide the filters.
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| Reports | No | Switch to another Purchase report. |
| Date Range | No | A start and an end day, matched against the Order Date. Future days cannot be picked. |
| Status | No | Open, Partial Fulfilled or Fully Fulfilled. Leave it on Select a status to see all three. |
| Supplier | No | Search and pick one supplier. |
| Item | No | Search and pick one item. |
Columns
Fields in this section
| Column | What it shows |
|---|---|
| PO# | The purchase order number. Click it to open the order. |
| Supplier Name | The supplier on the order. |
| Order Date, Expected Delivery Date | The dates on the order. |
| Item Name, UoM | The item on this line and its unit. |
| Ordered Qty | Quantity on the order line. |
| Received Qty, Pending Receipt | Quantity already received, and quantity still to receive. |
| Billed Qty, Pending Billing | Quantity already billed, and quantity still to bill. |
| Pending Value* | The value, tax included, of the quantity still to bill, in the order's own currency. |
| Days Overdue | Whole days past the Expected Delivery Date. 0 if it is not late. |
Quantities show the decimals of each row's unit. The note under the table reads "Values marked with an asterisk (*) include GST".
Click a column heading to sort by it; the arrow shows the direction. The sort is done on the whole report, not just the page you see, and your choice is remembered for this report. Use the column chooser in the table header to hide, show, drag into a new order or reset the columns; that choice is remembered too. The pager at the bottom has Go to page and Items per page; the list shows 10 rows a page until you change it. Only PO#, Supplier Name, Order Date, Expected Delivery Date, Item Name, Pending Receipt, Pending Billing and Days Overdue can be sorted. The report opens sorted by Expected Delivery Date, soonest first, so the most overdue lines are at the top.
Drill-down: open the order
Click a PO#, or use Open Document in the row's action column. The purchase order opens in a new browser tab. This is the only row action.
Export, print, PDF and email
Click the green spreadsheet icon above the table (it appears once there are rows) to download an Excel file (.xlsx) named after the report and today's date. The file starts with the filter tags, then the columns you can see, in the order you have them. It holds the rows on the page you are looking at, not the whole report, so raise Items per page first if you need more. Dates follow your date format.
Print, PDF and email are not available on this report.
Who can see it
Open the report with View on Purchase Reports. Without it the report list shows a No Access page. Purchase Reports has only View and Add/Edit, and Delete comes with Add/Edit. A report changes no record, so Add/Edit and Delete make no difference here. Opening an order from a row needs access to purchase orders. If your role is limited to its own records, the report counts only the orders you created.
On mobile
Not available yet. The card is listed under Reports, Purchase Reports in the mobile app, but the report does not load there. Use the web app.
Same on iPhone and Android. The Android app is on Google Play. The iPhone app is coming soon to the App Store.
Problems and fixes
The same order appears on several rows
This report has one row per order line, so an order with three open lines shows three times. Use the Item filter, or the Purchase Order Summary for one row per order.
A Fully Fulfilled order is on the list
An order's status follows billing. If it was billed in full before the goods arrived, the receipt is still pending and the line stays here until the goods are received.
A line I expect is missing
It has nothing pending, or its order is a draft, in review, rejected, closed or expired. Clear the Status, Supplier, Item and Date Range filters and look again.
The report page says No Access
Your role does not have View on Purchase Reports. Ask an administrator to turn it on.