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Purchase Order Summary Report

Overview​

The Purchase Order Summary report provides a complete view of all purchase orders issued within a specific period, showing order value, delivery status, and pending billings. Use this report to track procurement activity, monitor supplier deliveries, and reconcile outstanding commitments against received bills.

When to Use This Report​

Use this report when you need to:

  • Review all purchase orders issued during a specific period
  • Track delivery and billing status across multiple orders
  • Identify partially fulfilled orders requiring follow-up
  • Calculate unbilled amounts for accrual accounting
  • Monitor order-to-delivery timelines by supplier

How to Run the Report​

Step 1: Navigate to Purchase Reports​

Access through main navigation: Reports → Purchase Reports

The Purchase Reports landing page displays all available purchase reports.

Step 2: Select Report Type​

Reports Dropdown

From the Reports selector, choose Purchase Order Summary.

The report interface loads with filter options at the top and results area below.

Step 3: Apply Filters​

Date Range

Click the Date Range field to select your analysis period:

  • Today - Orders issued today
  • This Week - Current week's orders
  • This Month - Current month activity
  • This Quarter - Quarter-to-date orders
  • This Year - Fiscal year activity
  • Custom Range - Specify exact start and end dates

The date range determines which orders appear based on their order date.

Status Filter

Select from the Status dropdown to focus on specific order states:

  • All Statuses - Show every order regardless of status
  • Open - Orders awaiting any fulfillment
  • Partial Fulfilled - Orders with some items received, others pending
  • Fully Fulfilled - All items received and delivered
  • Expired - Orders past expected delivery date without fulfillment
  • Closed - Completed orders with all billing reconciled

Amount Filters (Optional)

Use Start Amount and End Amount fields to focus on orders within a specific value range. Leave blank to include all order values.

Step 4: Run Report​

Click the Run Report button to generate results with your selected filters.

The report refreshes instantly, displaying a data table with all matching purchase orders and their current status.

Understanding the Report​

Summary Cards​

At the top of the report (when available), summary cards display key metrics:

  • Total PO Amount - Sum of all order values in the filtered period
  • Billed Amount - Total value of supplier bills received
  • Unbilled Amount - Outstanding order value not yet billed
  • Number of Orders - Count of purchase orders in the period

Report Columns​

ColumnDescriptionExample
PO#Purchase order number (clickable link to PO detail)PO-1005, PO-1002
Supplier NameVendor supplying the goods or servicesRajesh Arora, ABC Suppliers
Order DateDate when purchase order was issued30-09-2025
Delivery DateExpected or actual delivery completion date30-09-2025
StatusCurrent fulfillment state (color-coded badge)Open, Partial Fulfilled
PO Amount*Total order value including GST₹23,60,000.00
Unbilled Amount*Value not yet billed by supplier₹22,65,600.00

Note: Amounts marked with asterisk (*) include GST as indicated in the report footer.

Status Indicators​

Orders display with color-coded status badges for quick visual identification:

StatusMeaningAction Required
OpenOrder issued, awaiting delivery or partial delivery pendingTrack delivery, follow up with supplier if overdue
Partial FulfilledSome items received and billed, others still pendingMonitor remaining items, reconcile partial bills
Fully FulfilledAll ordered items delivered completelyEnsure all bills received and reconciled
ExpiredDelivery date passed without complete fulfillmentEscalate with supplier, consider cancellation or amendment
ClosedOrder completed, delivered, and fully billedNo action needed, order lifecycle complete

Drill-Down Capability​

Viewing Purchase Order Details​

Click any PO# link in the report to open the complete purchase order document in a new window or panel.

The detail view shows:

  • Complete line items with quantities and prices
  • Supplier information and terms
  • Delivery schedule and status
  • Linked bills and payment records
  • Complete transaction history

Use this to investigate specific orders requiring attention or to verify details when following up with suppliers.

Analyzing Unbilled Amounts​

Why Unbilled Amounts Matter​

The Unbilled Amount column shows the gap between order value and bills received. This represents:

  • Committed spend not yet reflected in accounts payable
  • Accrual requirements for month-end financial close
  • Cash flow obligations expected in coming periods
  • Delivery gaps where goods ordered but not billed may indicate non-receipt

Calculating Total Unbilled​

Sum the Unbilled Amount column to determine total outstanding commitments. Export the report and use Excel sum functions, or note individual amounts for significant orders requiring accrual entries.

Common Scenarios​

Scenario 1: Monthly Procurement Activity Review​

Run the report for the completed month with all status types included. Review total PO amount to understand procurement volume. Check status distribution to assess order completion rates. Export and share with management as part of monthly operations review.

Scenario 2: Accounts Payable Reconciliation​

At month-end, run report for orders with Partial Fulfilled or Open status. Sum unbilled amounts by supplier to create accrual journal entries. This ensures expenses are matched to the correct accounting period even when bills arrive in the following month.

Scenario 3: Supplier Performance Tracking​

Filter by specific supplier and date range to review their order history. Analyze delivery dates versus order dates to calculate average lead time. Check status distribution to identify chronic partial fulfillment or expired order patterns indicating reliability issues.

Scenario 4: Outstanding Commitments Analysis​

Run report with Open and Partial Fulfilled status filter for current quarter. Review unbilled amounts to forecast upcoming cash requirements. Share with finance team for cash flow planning and working capital management.

Export and Sharing​

Export Options​

Click the Export button (when available) to download the report:

  • Excel Format - Provides raw data for additional analysis, calculations, and charting
  • PDF Format - Creates formatted document suitable for printing and formal distribution

Exported files include all filtered data with column headers and formatting preserved.

Quick Tips​

Best Practices

Run this report weekly filtered by Partial Fulfilled status to identify orders stuck in partial delivery requiring supplier follow-up.

Use the unbilled amount column at month-end to quickly identify which orders need accrual entries in your accounting system.

Filter by date range matching your analysis period rather than using "This Month" if you need historical comparison, as "This Month" changes daily.

Need help? Contact support at support@bizconnekt.com