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Purchasing spend
What the property committed, received and still owes over a window — grouped by cost centre, by department or by supplier.
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Who this is for: Storekeeper, Manager, Owner, Accountant — requires
inventory.po.read. Where: Inventory → Purchasing Spend
Purchase Orders is the working list. This is the question a head of department or a controller asks instead: over these dates, what did we commit, how much of it actually arrived, and what is still outstanding?
Set the window#
From and To bound the report by when orders were raised. The heading states the window back to you, so a printed copy always says what period it covers.
Choose how it groups#
One report, three groupings:
| Group by | Answers |
|---|---|
| Cost centre | What each cost centre committed |
| Department | What each requesting department committed |
| Supplier | How much business each supplier got |
Grouping by supplier is the negotiating view — it is the number to have in front of you before a price review. Grouping by department or cost centre is the budget view.
Read the columns#
| Column | Means |
|---|---|
| Group | The cost centre, department or supplier |
| Orders | How many purchase orders |
| Committed | The value of what was ordered |
| Received | The value of what has actually arrived |
| Outstanding | The gap between them — ordered and still owed |
Committed and received are different numbers on purpose. Committed is the obligation the house has taken on; received is what is in the store. A large outstanding is either a supplier running late or an order somebody forgot to close — both worth knowing, and neither visible from a single total.
A Total row closes the report.
Orders nobody attributed#
An order raised without a requesting department appears under No requesting department rather than being dropped from the report. That matters: silently excluding unattributed orders would make the departmental totals add up to less than the property actually spent, and nothing on screen would say so.
Attribute an order when you raise it — see the terms line — and it moves out of that row.
When there is nothing to show#
"No purchasing in this period" means no orders were raised between those dates. Widen the window, or raise one on Purchase Orders.
Print drops the filter row and leaves the report.
What's next#
- Raise a purchase order — where the requesting department and credit term are set
- Receive goods — what turns committed into received
- Suppliers and price lists — the other side of the supplier grouping
- AP aging — what the property owes once those orders are billed