Open Purchase Order Report

The Open Purchase Order report is used to see the details of all Purchase Orders which still are open, including those that have been partially received.

To run the this report, go to Report Centre>Purchasing Reports>Open Purchase Order.
Double-click Open Purchase Order report or select the report and click Run Report, to open the report criteria screen, as per Fig. 01.

Fig. 01 - Running the Open Purchase Order report

Report Criteria

Enter report criteria below to get desired results, as per Fig. 02 below.

Note: The Open Purchase Order report may be generated at Central Purchasing but can only be generated per property. Essentially, it is akin to running the report at the property except it is at Central Purchasing.

Fig. 02 - Report Criteria for Open Purchase Order report

Fields	Description
Include Comment Log	When enabled, any text that has been placed in the Comments Log on the Purchase Order will appear on the report.
Order Selection	All Purchase Orders: displays every Purchase Order in the application which has not yet been received. Delivery Date: displays only the Purchase Orders with a delivery date within the specified time frame.
From and To	These fields become enabled when Delivery Date is selected in the Order Selection menu.
Search Criteria	All Vendors: displays open Purchase Orders for every vendor. By Vendor: displays open Purchase Orders for only the selected vendor(s). All Outlets: displays open Purchase Orders for all outlets. By Outlet: displays open Purchase Orders for only the selected outlet(s). All Created By: displays open Purchase Orders made by all users. Selected Created By: displays open Purchase Orders made by the chosen user(s). All Categories: displays open Purchase Orders for products assigned to any category. Selected Categories: displays open Purchase Orders that contain products for the chosen category(ies). All Requisitioners: displays open Purchase Orders by all users who created the requisition for it. Selected Requisitioners: displays open Purchase Orders by the selected user(s) who created the requisition for it.
Advanced Search	Disables when All Outlets or By Outlet is chosen for Search Criteria. All Outlets: displays open Purchase Orders for all outlets. By Outlet: displays open Purchase Orders for only the selected outlet(s).
Detail Group By	Enabled when All Outlets or By Outlet is chosen for Search Criteria. Without grouping: displays the open Purchase Orders in alphabetical order by outlet name and then by Purchase Order number. Category: displays the open Purchase Orders by Purchase Order number and then in numerical order by category number.
Show PO Details	Enabled by default. When disabled, the product information on the Purchase Orders will not be displayed and the Detail Group By field is disabled.
Use ordered/received totals	When enabled, this will disable the Order Status field and will show the Ordered Totals, the Received Totals, and the Remaining Totals instead of the Items Total, Vendor Rates, and Net Total.
Order Status	(Select All): enabled by default, displays all open Purchase Orders regardless of status. Untransmitted: displays all Purchase Orders with an untransmitted status. Transmit Pending: displays all Purchase Orders with a transmit pending status. Transmitted: displays all Purchase Orders with a transmitted status. Partial: displays all Purchase Orders with a partial status.

Report Results

When the Open Purchase Order report is generated, the result should look similar to Fig. 03.

Fig. 03 - Open Purchase Order report results

Fields	Description
Product	The Adaco product number.
Description	The name of the product.
Purchase Information	The text typed into the Purchase Info field on the Product Master.
Par. Unit	An abbreviation of the Purchase Unit assigned to the product on the Product Master.
Unit Description	The Pack Size information.
Cost	The price of the product on the Purchase Order.
Quantity	Ordered: the total amount of the product being purchased. Received: the amount of the product that has been received. Note: only applies to Multiple Receiving Purchase Orders. Open: the amount that still needs to be received.
Retail Attributes	The attributes assigned to a product on the Product Master, located under Property>Products>Retail.
Extended Cost	The cost of the total amount being purchased on the purchase order. Calculation: EXTENDED COST = COST x ORDERED If the Purchase Order has been partially received, then the extended cost will show the cost of the total amount remaining to be received. Calculation: EXTENDED COST = COST x OPEN
Vendor	Displays the Adaco vendor number and name.
Purchase Order Details	Displays various information of the Purchase Order, including: Purchase Order number. Delivery date / date of first receiving. Status (untransmitted, transmit pending, transmitted, partial). Adaco vendor number and name. Phone number. Fax number. Delivery date.
Purchase Order Account Recap	Account: the Adaco account number. Account Name: the name of the account. Account Reference: the account cross-reference number. Account Cost: the amount on the purchase order being charged to the account.
Accounts Grand Total	Account: the Adaco account number. Account Name: the name of the account. Account Reference: the account cross-reference number. Account Cost: the total amount charged to the account for all the purchase orders appearing on the report.

When generating the report at Central Purchasing, there is an additional field, as per Fig. 04 below.

Open Purchase Order Report Criteria at Central Purchasing

Fig. 04 - Report Criteria for the Open Purchase Report at Central Purchasing

Fields	Description
Property	Allows the selection of a property for which to generate the report.

Open Purchase Order Report

Report Criteria

Report Results

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