Purchases

Purchase Report

The Purchase Report (Vendor Purchases) provides a detailed, line-level view of all items received on vendor invoices. Filter by vendor, date range, department, subdepartment, vendor group, brand, specific item, and size to analyze purchasing activity. Every row represents one item line from one vendor invoice, with drill-down to the source transaction. Access from Purchases › Purchase Report.

Filters

All filters are optional. Only posted, active vendor invoices are included. Combine multiple filters to narrow results (filters are applied with AND logic).

Vendor

Filter to a single vendor. When the report is opened from a Vendor Master, this is pre-set and the date range defaults to Last 30 Days.

Range

Preset date range selector (e.g. Today, This Week, This Month, Last 30 Days, This Year). Automatically populates the From and To dates below.

From

Start of the custom date range. Only invoices posted on or after this date are included. Can be set manually or via the Range preset. Leave blank for no start date limit.

To

End of the custom date range. Only invoices posted on or before this date are included. Can be set manually or via the Range preset. Leave blank for no end date limit.

Store

Filter to a single store. Changing the store also resets the Item filter (since item stocking is store-specific).

Department

Filter to items belonging to a specific department. Works through the subdepartment hierarchy — an item matches if its subdepartment's parent department matches.

Subdepartment

Filter to items in a specific subdepartment (more granular than department).

Vendor Group

Filter to vendors belonging to a specific vendor group.

Brand

Filter to items of a specific brand. Only visible when the Brand feature is enabled.

Item

Filter to a specific item (lookup, restricted to purchasable items). When set and the report is refreshed, only invoice lines for this item are shown. When the report is opened from an Item Master, this is pre-set. Selecting an item populates the Size dropdown with its available sizes.

Size

Filter to a specific item size. Defaults to "All Sizes". The dropdown is populated when an Item is selected, showing all sizes defined for that item.

Results List

One row per item line per vendor invoice. Column headers are clickable for sorting.

Column	Description
Vendor	Vendor name from the invoice.
Date	Post date of the vendor invoice.
Tx #	Vendor invoice transaction number.
Store	Store number where the invoice was received.
Item	Item number.
Size	Purchasing size for this line.
Description	Item description (from the invoice line, or from the item master if blank).
Quantity	Quantity received on this line.
Cost	Invoice cost for this line (inv_cost).

Drill-Down

Double-click any row to open the source vendor invoice in the Vendor Invoice screen for viewing or editing.

Totals

Below the results list:

Total Quantity

Sum of the Quantity column across all displayed rows.

Total Cost

Sum of the Cost column across all displayed rows.

Buttons

Refresh

Queries the database using the current filter settings and populates the results list. Must be clicked after changing any filter. Columns auto-resize to fit content.

Print

Generates a printable report from the current display. The report header includes all active filter criteria (vendor, store, department, brand, item, size, date range).

Close

Closes the Purchase Report window.

Workflow Examples

Vendor spending analysis:

1. Select a Vendor.
2. Set the Range to "This Month" (or custom From/To dates).
3. Click Refresh.
4. Review the Total Cost to see total spending for the period.
5. Click column headers to sort by Cost or Quantity to identify top items.
6. Click Print for a hard copy.

Item purchase history:

1. Select the Item (or open the report from Item Master).
2. Optionally select a specific Size.
3. Set a wide date range (e.g. This Year).
4. Click Refresh to see all purchase activity for the item across vendors.
5. Double-click a row to open the vendor invoice and review full details.

Department purchasing review:

1. Select a Department (or Subdepartment for more detail).
2. Set the date range to cover the review period.
3. Click Refresh.
4. Sort by Vendor to see which vendors supply items in the department.
5. Sort by Cost to identify high-value purchases.

Related Screens