04. Purchases Reports

Purchases Reporting groups your purchasing data into five report tabs — purchased products, goods received, supplier bills, supplier balances by age, and a line-by-line purchase breakdown. Each tab uses the same report grid, so you filter, group, sort, save, and export them the same way.

After reading this article you will be able to open the Purchases reports, recognise what each tab shows and its key columns, and pick the right tab for a procurement, receiving, billing, or supplier-balance question.

Where Purchases reports live

Open Reporting > Purchases. The page opens on the first tab (Products) and shows these five base tabs in order:

• Products — purchases summarised by product and variant.
• Received goods — goods received into stock against purchases.
• Bills — supplier bill (and supplier refund) lines.
• Supplier aging — outstanding payable balances by supplier and age.
• Details — line-by-line purchase data across receiving, returns, bills, and refunds.

Any custom Purchases reports you save appear as extra tabs after these five.

The Purchases reports are only visible to users whose role grants the Purchases reporting permission. If you cannot see Reporting or its Purchases section in the sidebar, ask an administrator to review your role.

All five tabs share the same controls — filters, grouping, sorting, column show/hide, save, and export. Those controls work the same on every Reporting page, so they are documented once in Use report controls. This article focuses on what each tab contains.

The Products and Details tabs open pre-filtered to Open and Closed purchase statuses, so the first view stays focused on active and completed purchases. The Received goods, Bills, and Supplier aging tabs open with no status filter applied. Adjust or remove the status filter at any time from Filters.

Products

Use Products to review purchasing by product and variant — how much you ordered, what it cost, and how much has been received, returned, billed, and paid.

Key columns include:

• Product, Sku, Barcode — the purchased item.
• Supplier, Purchase Agent — who you bought from and who placed the order.
• Product Type, Brand, Location, Country — grouping dimensions for the item.
• Created At, Estimated delivery date — when the purchase was raised and when stock is expected.
• Purchase Number — links to the purchase order.
• Status — the purchase order status badge.
• Quantity, Retail Price — ordered quantity and the item’s retail price.
• Gross Amount, Discounts, Refunds, Net Amount, Landed Costs, Cost, Taxes, Total Amount — the purchase value breakdown.
• Received Quantity, Incoming, Returned Quantity, Billed Quantity, Billed Amount, Paid Amount — progress of the purchase through receiving, billing, and payment.

Common uses:

• Review ordered quantities and costs by product.
• Filter by supplier, product, brand, product type, location, status, or date.
• Group purchasing by supplier, product, product type, brand, or location to see totals per group.
• Compare incoming, received, returned, billed, and paid quantities for the same product.

How the amount and progress figures are calculated is documented in the Formula reference.

Received goods

Use Received goods to review goods received into stock from your purchasing workflows.

Key columns include:

• Product, Sku, Barcode — the received item.
• Purchase Number, Supplier, GRN Number — the purchase, supplier, and goods-received note the receipt belongs to.
• Date — the received date.
• Location — where the goods were received.
• Quantity, Amount, Landed Cost, Total Cost — quantity received and its cost.

Common uses:

• Confirm what was received during a period.
• Compare received goods against purchase orders or bills.
• Export receipt rows for warehouse or accounting review.
• Investigate landed cost and total cost on a receipt.

How Amount, Landed Cost, and Total Cost are derived (including how supplier-return rows behave) is documented in the Formula reference.

Bills

Use Bills to report on supplier bill lines. Supplier refund lines can also appear in this report.

Key columns include:

• Purchase Number, Supplier — the purchase and supplier.
• Bill Number, Refund Number — the bill or supplier refund the line belongs to.
• Product, Sku, Barcode — the billed item.
• Date — the bill date.
• Quantity, Gross Amount, Discounts, Net Amount, Taxes, Total Amount — the bill value breakdown.

Common uses:

• Review bill activity by supplier or date range.
• Export bills for reconciliation.
• Save a recurring bill report for month-end review.
• Compare bill rows to Received goods when receipt and billing quantities differ.

How bill rows and supplier-refund rows populate these amounts is documented in the Formula reference.

Supplier aging

Use Supplier aging to review outstanding payable balances by supplier, split into how far each balance is from — or past — its due date.

Each row is one supplier. Columns include:

• Supplier — the supplier the balance belongs to.
• Gross Amount, Discounts, Refunds, Net Amount, Landed Costs, Tax, Total Amount — the supplier’s purchase value totals.
• Billed Amount, Paid Amount, Due Amount — billed, paid, and outstanding balances.
• Due in 1-30 Days, Due in 31-60 Days, Due in 61-90 Days, Due in 91+ Days — balances not yet overdue, by time until the due date.
• Overdue 1-30 Days, Overdue 31-60 Days, Overdue 61-90 Days, Overdue 91+ Days — balances past their due date, by time overdue.

Common uses:

• Identify overdue supplier balances before a payment run.
• Review outstanding payables by supplier.
• Focus on the Overdue buckets to prioritise which suppliers to pay first.
• Export supplier aging rows for finance follow-up.

Supplier aging is a summary view: its columns are read-only totals, so per-column filtering, sorting, and grouping are not available on this tab the way they are on the other Purchases tabs. To see the lines behind a supplier’s balance, use the Bills or Details tab.

How Due Amount is calculated and how a balance is placed into a due or overdue bucket is documented in the Formula reference.

Details

Use Details for the most granular view — one row per purchase line, with the related receiving, return, bill, and refund data alongside it. This is the tab for tracing a single purchase line end to end.

Key columns include:

• Product, Purchase Number, Sku, Barcode, Supplier, Purchase Agent, Brand, Country, Product Type — the line and its dimensions.
• Created on, Estimated delivery date, Order Type, Status, Line Type — when and what kind of purchase line it is.
• Retail Price, Quantity, Incoming, Gross Amount, Discounts, Refunds, Net Amount, Taxes, Total Amount — the purchase value breakdown.
• GRN Number, Received Date, Received Quantity, Received Amount, Distributed Landed Cost, Total Cost — receiving data for the line.
• Return Number, Return Date, Return Quantity, Returns Amount — supplier-return data.
• Bill Number, Bill Date, Billed Quantity, Bill Tax Amount, Billed Amount — billing data.
• Refund Number, Refund Date, Refunded Quantity, Refund Tax, Refund Amount — supplier-refund data.

Common uses:

• Investigate a specific supplier, product, bill, receipt, or date range.
• Trace one purchase line across receiving, supplier returns, bills, and refunds.
• Export detailed purchase lines.
• Save a custom report for repeated procurement or finance checks.

How the Received Amount, Total Cost, billing, and refund figures are derived is documented in the Formula reference.

Save a Purchases report

After you adjust filters, grouping, sorting, or visible columns on any tab, save the view as a custom report so you can reopen it later. A report name is required; the saved report then appears as its own tab after the five base tabs. See Use report controls for the full save and export workflow.

Troubleshooting