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Experienced Cover User Dale_RQM
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Purchase Order Reports

Hi All

 

We've recently introduced a process to provide our Suppliers with Purchase Orders for goods (Items) or services we need to acquire.

 

I'm looking for a report that I can run which summarises the Purchase Orders that have been raised for a given period, showing the Supplier name, PO Number, details of what has been purchased, $ value etc.  I'd have thought this would be one of the fundamental MYOB (2018) reports but there doesn't seem to be one.

 

The closest I can find is the Purchases (Supplier Detail) Report but this one replaces PO numbers with Bill Numbers (if they exist) and isn't really the summary of our Purchasing activity that I'd like to use for management review.

 

Any assistance appreciated.

 

Cheers

 

Dale

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MYOB Moderator Steven_M
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Re: Purchase Order Reports

HI @Dale_RQM

 

If you are thinking the Purchases [Supplier Detial] report is similar to what you are after but doesn't include the Supplier Invoice No field you can added that field via the Insert/Modify>>Show Hide columns option in the Report Columns section.

 

Although, if you are after more of a summary you might like to run the Purchases [Supplier Summary] report, available via Reports>>Purchases>>Suppliers.

Kind regards,
Steven

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Experienced Cover User Dale_RQM
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Re: Purchase Order Reports

Hi @Steven_M

 

I just want a report that shows the detail for all the Purchases Orders we have raised in a given period (showing PO line details), irrespective of whether they have been Billed or not.

 

The Purchases (Supplier Detail) Report comes very close to what I want but is standard with the ID No. field whereas I want the PO Number (which isn't for whatever reason an available field to insert).

 

Regards

 

Dale

MYOB Moderator Steven_M
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Re: Purchase Order Reports

Hi @Dale_RQM

 

The ID no. field on the Purchase [Supplier Detail] report contains the Purchase No. of the transaction.

 

If you would like to see the Supplier Invoice No this is a field that can be added using the Show/Hide option:

 

Attachment.PNG

Kind regards,
Steven

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Experienced Cover User Dale_RQM
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Re: Purchase Order Reports

Hi @Steven_M

 

Does the ID field continue to show the PO Number AFTER a bill has been processed against the PO?

 

I've found the ID field can contain either the bill number or the PO number.  Is there a rule?

 

Cheers mate

 

Dale

 

 

MYOB Moderator Steven_M
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Re: Purchase Order Reports

Hi @Dale_RQM

 

When you create a purchase order, the system will grant that particular transaction a Purchase No. based on an auto number sequence. This particular number will be carried across to when that purchase is converted to a Bill (provided Setup>>Preferences>>Purchases>>Retain Original PO Number when Changing a Purchase between Quotes, Orders or Bills is enabled*).  This particular Purchase No. is the ID No field that will be pulled in the Purchase [Supplier Detail] detail.

 

*If that preference is disabled a new Purchase No. will be given to the converted Bill based on the auto number sequence

Kind regards,
Steven

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Experienced Cover User Dale_RQM
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Re: Purchase Order Reports

Hi @Steven_M

 

"This particular number will be carried across to when that purchase is converted to a Bill"

 

So to confirm, at the time the Order is converted to a Bill, the PO Number is lost?

 

Regards

 

Dale

MYOB Moderator Steven_M
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Re: Purchase Order Reports

Hi @Dale_RQM

 

It does depend on the settings for the company file.

 

If Setup>>Preferences>>Purchases>>Retain Original PO Number when changing a Purchase between Quotes, Orders and Bills is enabled the original Purchase No. field will be kept. If that preference is disabled the original PO number will be lost and the converted bill will use the next number in the autonumber sequence for the Purchase No.

Kind regards,
Steven

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Experienced Cover User Dale_RQM
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Re: Purchase Order Reports

Thanks @Steven_M

 

Sorry I did read that in the previous post - I just wanted to make sure.

 

We do have our system setup like that and for me it's a mandatory feature that PO numbers are retained.

 

Cheers mate!

 

Dale

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