Below is an overview of the reports available in the Purchasing Module and how to use them. There are several aspects of the reports that are common:

• As in the Design reports, the use of the terms "list," "summary," and "detail" will suggest the level of detail shown in any given report.
• Some status- or activity-oriented reports incorporate automatic date ranges on their "Report Options" setup tab. Be sure to check these if you do not get the results you are expecting.
• Many of the report names listed represent multiple versions of that report that use different sort orders ("...by Project," "...by Vendor," etc.).
• The default "Filter" setting for both order and expediting reports is the "current" project—that is, the project of the order that is currently highlighted. You can report across multiple projects by using the "All" option.
• Although the default setting for the Orders screen is to hide closed orders, the default setting for all order reports is to include them. The exceptions are the Expediting screen reports, since they only report on issued and still active orders.

Some reports have an "estimated amount remaining" column to estimate an  "in process" amount remaining on orders and within a project. It is important to understand that these calculations are based on the original order amount, the quoted freight and the estimated or quoted tax amount (if any). These are compared to what has been processed on vendor invoices (the "actual" activity). While these are normally accurate, variances in shipping or a failure to keep the "quote" amounts updated may make the calculation inaccurate or confusing.

Purchase Order Reports

The report types are divided into roughly similar functional groups. However, some reports can be used for more than one purpose.

Purchase Order Information Reports

These reports include most detail about each order and its content, using a variety of different sort orders.

• P. O. Recap by Client, Project (All)
• Project Order History Summary
• Project Order Summary
• Purchase Order Cost/Sell List
• Purchase Order List
• Purchase Order Summary
• Shipping Variances List

There are also reports that ignore the normal organization by order to allow you to report item-based information across multiple orders:

• Order Item Detail Sheet
• Order Item List by Code
• Order Item Summary by Code

Client Reports

Most reports on the purchasing screen are meant for internal use (unless you are performing purchasing management services where the client would normally see all costs). To allow specific reporting for the clients in for-profit projects, the following reports are available (also, most expediting reports can be sent to clients, depending on the content of your notes):

• Client P. O. Recap by Project (Sell Price)
• Client Purchase Order List (Sell Price)
• Purchase Order List (No Financials)

Note: The "names" of these reports in the report list will be slightly different from the titles that appear on them, since the report names are meant to help you recognize what they are for.

Vendor Reports

These reports are oriented towards managing vendor payments and vendor information.

• Deposit Status Report by Project
• P. O. Recap / Uninvoiced by Vendor
• Vendor Invoice Detail by Invoice # (this report requires accurate entry of vendor invoice numbers)
• Vendor List (vendors used in orders)
• Vendor Detail Report (vendors used in orders)
• Vendor Order Summary
• Vendor Invoice List (by Order # or by Vendor)
• Vendor Payment List by Project
• Vendor Payment Recap by Project
• Shipping Variances List

Expediting Reports

General

The "workhorse" of the expediting reports is the "Expediting Status Report" which consolidates all information about shipping status into a single report. The other reports focus on shipping dates or receiving dates.

• Expediting Status Report
• Receiving Report by Project
• Shipping List by Project
• Shipping Report by Project

"Will Ship" Reports

These reports use the vendor "Will Ship" field to provide reporting based on anticipated shipping dates. Using these requires that you keep this field up to date.

The "Projected Shipping / Funding" report projects the amount of issued FF&E that will ship during any future period. This is an estimate based on the information that has been entered, including freight and/or tax quotes or rates.

• Expediting Status Report by "Will Ship" Date
• Projected Shipping / Funding Report