Purchasing Reports

List of Late Purchase Orders (RPO 9)

Inventory Receipts Status Report (RPO 10)

Goods Just Arrived Report (RPO 11)

Supplier Lead Time Analysis Report and Update (RPO 12)

Print PO Landed Cost Forecast Report (RPO 13)

Print Inventory Receipts Analysis Reports (RPO 14)

List of Late Purchase Orders (RPO 9)

The List of Late Purchase Orders and Related Back Orders Report is accessed via option 9 on the Purchasing & Receiving Reports Menu (RPO).

This report is similar to the report labeled Purchase Order Date Changes, and Back Orders That Might Be Affected, which can be automatically generated when purchase orders are updated with new ETA dates. One report recaps all late purchase orders and the other lists the effect of only the purchase orders just updated.

The only parameter selection screen for this report is shown below.

The default is for the report to list all purchase orders that are at least one day past their ETA date. The last field, Enter The Latest ETA Date (MMDDYY) To Include On This Report, lets you enter PO ETA dates for inclusion in the report. The default for this field is today's date, but it can be changed as needed. Any POs with an ETA earlier than the date entered are included in the report.

The report also lists any customer back orders against the products contained on the late purchase orders.

Inventory Receipts Status Report (RPO 10)

This report can serve as a management tool for Special Order or Non-Stock Inventory which has been received but not allocated or invoiced. This report is essentially a receipts register which sorts by Supplier within Manifest/Receipt, and then by line number. The purpose of the report is to identify material that was ordered and received without demand against it. This is especially important for non-stock and special order material, which is generally not purchased except based upon a customer back order. This report may be generated by your accounts payable department prior to vouchering or paying supplier invoices. By catching purchases without demand (as when special orders are canceled by your customers after you placed the purchase order), you may be able to return material in lieu of payment.

1. Select option 10 - Print Inventory Receipts Status Report on the Purchasing & Receiving Reports Menu.

2. The Inventory Receipts Status Report Entry screen appears. Enter a manifest or receipt number as a selection parameter to run the report.

The Omit inventory receipts valued below field should be zero if the receipts were for material that was purchased to fill customer back orders.

Goods Just Arrived Report (RPO 11)

This report quickly lists goods just arrived in a warehouse. It alerts salespeople and/or expediters that there are orders that are ready to be shipped or picked up. Using this functionality, you can enter a date range to list all the transfer receipts and back order fill receipts that have just arrived in your warehouse, all in one report.

Set the date span for the report. This is normally one, two, or three days, but it can be whatever period of time you enter.

The next nine fields are where you customize the report. Enter an I to include parameters or an O to omit them. If you enter an I or O you must specify codes in the respective fields on the right side of the screen. You can leave the fields blank to include all the information for those areas (i.e., branches, warehouses, salespersons).

If you include parameters, only the codes entered display on the report. If you omit parameters, the report generates for all codes except the ones you entered. For example, in the screen shown in above, the report will display transfers and back order receipts for:

  • Company 2
  • Branches ANA, BAL, AIR
  • All customer accounts, ship via codes, truck routes, order type codes, and cost centers (these parameters were left blank).
  • Information for warehouses NYC and RAL is omitted and will not appear on the report.

The Goods Just Arrived report includes the following information:

  • Customer name, the product ordered, when it was ordered, and when it arrived
  • Customer phone number, quantity, and price
  • The report is sorted by customer/order/line.
  • The example above includes multiple warehouses, which is only applicable if customers are being called from a central location. Usually the report is run for one warehouse to be used at that warehouse.
  • The order status is shown. Status R means the back order was just filled. All of the lines shown are either filled back orders or transfers just received.

Supplier Lead Time Analysis Report and Update (RPO 12)

This report allows you to analyze the past performance of suppliers, in regards to how long it takes for products to arrive, from the time a Purchase Order is placed, until the time that the product is received.

The Supplier Lead Time Analysis & Update report provides the following benefits:

  • Better analysis of suppliers. The ability to judge the real historical performance of suppliers.
  • Ability to keep lead times up to date as supplier's performance changes.
  • Increase accuracy of replenishment, by basing it on more accurate lead-time data.

Running a Supplier Lead Time Analysis & Update

1. The first screen in the process, the Item Selection screen, presents you with several parameters for selecting the items you want to include on the report.

2. Make the necessary entries and press Enter then F7 to continue to the next parameter screen.

The following table describes the fields that comprise this screen.

Field Description

I/O Suppliers or Leave Blank to Include All:

I/O Warehouses or Leave Blank to Include All:

Use these fields to include or omit suppliers and/or warehouses from the report.

If you include (I) supplier(s) or warehouse(s), the report only includes the suppliers and warehouses you enter here.

If you omit (O) supplier(s) and warehouse(s), the report displays information from all suppliers and warehouses, except for the ones entered.
Enter date span of Receipts to analyze: Enter a date span in mmddyy format. If you do not enter a date, the date span goes from today's date forward. The date span relates to the date of product receipts.

Update Files (optional):

Product Line File Lead Time

Product Line by Warehouse File Lead Time

Item File Lead Time

Flag these options with a Y to direct the system to automatically update the lead times in these files with the average lead times contained in this report. Lead times are stored in three different places, with Item lead times overriding all Product Line lead times, and Product Line by Warehouse lead times overriding overall Product Line lead times.

The report shows three variations of lead times. It uses the lead-time of order date to receipt date as a replacement for the lead times in these files. The three lead times are:

  • Ord vs Rcpt - The numbers of days between the order date and the receipt date
  • Shp vs Rcpt - The number of days between the ship request date and the receipt date
  • ETA vs Rcpt - the number of days between the ETA date and the receipt date.
This program runs instantaneously. Therefore, the only time a conflict arises is when a user stops at a parameter screen, instead of completing the process.

Print PO Landed Cost Forecast Report (RPO 13)

This report displays monthly columns based on PO ETA for the current month, the future 5 months, and later. Each monthly column shows the value of inventory that is on open P.O.s due to arrive in that month. The value is calculated by starting with the Base Cost (as stated on the P.O.), and applying the exact formulas used in the receiving system (INB 1 and INB 12) to calculate freight costs, thereby arriving at the Landed Cost that is calculated on an actual receipt (inclusive of freight, duty, exchange, etc).

If a P.O. is open, but has an unposted Pre-Receipt in file, then that P.O.'s costs are not included, and instead the Pre-Receipt costs are included, thereby reporting the actual landed cost rather than a projected landed cost.

1. On the Purchasing & Receiving Reports Menu, select option 13 - Print P.O. Landed Cost Forecast.

The first parameter selection screen appears.

2. Include or omit parameters as needed. Use the Business Entity field to limit the report to Business Entities, which allow you to define a business as being any combination of companies, branches, warehouses, and cost centers.

3. The next screen presents several sorting options. You can select up to four.

4. At the bottom of the screen, you can select one of the following versions:

  • Summary - No individual PO lines are listed, six monthly columns
  • Detailed - Individual PO lines and quantities, six monthly columns
  • Detail + Costs - Individual PO lines with quantities and cost, four monthly columns

Print Inventory Receipts Analysis Reports (RPO 14)

This report allows you to print a 4-way sort of your inventory receipts.

Select the criteria you want included in the report.

The Actual Supplier refers to the supplier on each receipt. For certain items you may have multiple suppliers. The Usual Supplier refers to the Usual Supplier# field in the Item File.

You can also limit the information to a receipt date span and/or a business entity.

Make the necessary selections and press Enter. The next screen allows you to assign up to four sorting options and choose to run a detailed or summary version.

You can enter up to 4 sort options by entering 1 - 4 next to the fields of your choice. Each sort field represents a level of sub-totaling. You must enter at least two selections by entering 1 or 2. Enter only as many as you require.

You can specify where your page break should occur. The default page break is on your primary sort (sort 1).