View Purchases by Supplier Report
The Purchases By Supplier report shows the total of your purchases from each supplier over a specific period, with the paid, unpaid and returned amounts, either as a summary for each supplier or in detail by invoice. This guide also explains how to get the purchases value without returns.
Contents
Steps to view the report
- Click the Reports menu.
- Click Purchases Reports.
- In the Purchases Segmented Reports section, choose Purchases By Supplier, and click Details or Summary.
- Set the filters, then click View Report.
Report filters
| Filter | Description |
|---|---|
| From / To | The report period, by invoice date. There are quick options: last week, Last month, Month to date, Last year and Year to date, or you can set the two dates manually. |
| Status | You can choose more than one status: All, Paid, Partially Paid, Unpaid, Overdue (past the due date without full payment), or Refunded (purchase refund documents only). |
| Supplier | A specific supplier (by name, email or phone), or leave it empty for all suppliers. |
| Invoiced By | One or more staff members who created the purchase invoices, or leave it empty for all staff. |
| Currency | All currencies converted to the account currency, or All (Separated) in a table for each currency, or a specific currency. |
| Branch | One or more branches, or leave it empty for all branches. |
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Note: The report doesn’t include drafts, purchase orders, purchase quotation requests, or deleted documents. A user who doesn’t have the permission to view all purchase invoices sees only their own invoices.
Summary, details and grouping
- Summary: one row for each supplier with its totals.
- Details: each purchase document in a row, grouped under its supplier.
- From the list above the table, you can change the grouping to: supplier, daily, weekly, monthly, yearly, or by staff member.
Report columns
| Column | Content |
|---|---|
| No. | The purchase document number (in the details). |
| Date | The document date. |
| Staff | The staff member who created the document. |
| Paid | The amount paid. |
| Unpaid | The remaining amount. |
| Refunded | The value of what was returned from the invoice. |
| Total | The document value. Purchase refund documents and debit notes appear as negative. |
At the end of each supplier, a Subtotal row appears, and at the bottom of the table, the grand total for all suppliers.
Does the report total include returns?
Yes. When you choose All in the status, the report shows purchase invoices and purchase refunds and debit notes together, and subtracts the refunds and debit notes from the total. So the Total is the net purchases after deducting returns.
| Document | Value | Effect on the total |
|---|---|---|
| Purchase invoice | 10,000 | +10,000 |
| Purchase invoice | 5,000 | +5,000 |
| Purchase refund | 2,000 | −2,000 |
| Total in the report | 13,000 (net after returns) |
Getting the purchases value without returns
To find the value of purchase invoices before deducting returns (gross purchases):
- View the report for the period with the All status, and note the grand total (net purchases). In the example: 13,000.
- View the report again for the same period, and choose only Refunded in Status; the total of purchase refunds appears. In the example: 2,000.
- Purchases value without returns = net purchases + returns value. In the example: 13,000 + 2,000 = 15,000.
Or from the Details view: refund documents appear with a negative value, so add up the positive purchase invoice values only (easier after exporting to a file).
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Note: The Refunded column in the invoice row shows how much was returned from each invoice, so you can see which invoices have returns and their value.
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Warning: If you have purchase debit notes, they’re also subtracted from the total and don’t appear in the Refunded status; so check them in the details view and add their value too.
To view the purchase invoices themselves without returns, use the Purchase Invoices list with the date filter; returns have a separate list.
Printing and exporting
Print the report from Print, or export it from Export Options to: CSV, PDF, or PDF no graph.
FAQs
How do I get the purchases value without returns?
View the report with the All status, then with the Refunded status, and add the first total to the returns value. Details.
Why is the report total less than the sum of purchase invoices?
Because the report subtracts purchase refunds and debit notes from the total.
Why do some amounts appear as negative?
They’re purchase refund documents or debit notes, because they’re deducted from purchases.
I chose the Paid status and refunds appeared. Why?
The refund document itself also has a payment status, so it may appear with payment statuses. Use the subtraction method to get the exact value.
Some purchase invoices don’t appear in the report. Why?
They may be drafts, dated outside the period, in a currency or branch excluded by the filter, or created by another staff member while you don’t have the permission to view all invoices.