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The Total Open Purchase Orders report provides visibility of all purchase orders that are Open or Partially Open as of a selected date.
This report enables procurement, finance, and operations teams to:
Monitor outstanding purchase orders that have not been fully received or completed.
Track supplier commitments and delivery timelines.
Review open purchasing exposure by branch and supplier.
Support stock planning, financial forecasting, and supplier performance reviews.
This report is a key control tool for managing open procurement activity across the business.
Getting There
To access the Total Open Purchase Orders report:
Open the Business Intelligence module.
Click on the KPI Viewer sub-module.
Locate the Total Open Purchase Orders report module.
To generate the report directly, click the report module.
To apply or modify filters before running the report, click the gear icon on the lower-right side of the module, adjust the filters as required, then click the report module to generate the report.
Available Filters and Their Impact
Use the filters at the top of the report to control which purchase orders are displayed.
Branch: Filters the report by the selected branch where the purchase order was raised.
Date: Filters the report by the order date of the purchase order. Only purchase orders with an order date on or before the selected date are included.
Supplier: Filters the report by the selected supplier.
Order Status: Filters the report by purchase order status. Options include Open, Partially Open, or All.
Order For: Filters the report based on the item type associated with each purchase order line.
Column Breakdown and Key Fields: View by PO
Displays one row per purchase order, summarising supplier, status, dates, and total value. Best suited for high-level monitoring and management reporting.
Column Name | Description |
PO Number | Unique identifier for the purchase order. |
Order Status | Indicates whether the PO is Open or Partially Open. |
Branch | Depot or branch where the PO was created. |
Delivery Address | Address where goods or services are to be delivered. |
Supplier Account Number | Account number assigned to the supplier. |
Supplier Approval Status | Current approval status of the supplier. |
Supplier Approval Expiry | Expiry date of the supplier’s approval status. |
Date | Date the purchase order was created. |
Supplier Name | Name of the supplier. |
Supplier Address | Full address of the supplier. |
Exchange Rate | Exchange rate applied if the PO is in a foreign currency. |
Currency Code | Currency used for the purchase order. |
Order Date | Date the purchase order was placed with the supplier. |
Required Date | Date the goods or services are required. |
Lead Time | Supplier’s standard lead time in days. |
Raised By | Name of the user who created the purchase order. |
Supplier Notes | Additional notes relating to the supplier. |
Total Value | Total monetary value of the purchase order. |
Column Breakdown and Key Fields: View by PO Lines
Displays each open purchase order line individually. Provides detailed visibility into each product or service ordered but not yet fully received or completed. Ideal for detailed stock, job, and supplier-level analysis.
Column Name | Description |
Order For | Classification or category representing the type of goods ordered. |
Identifier | Displays the related Job Number if the PO line is linked to a task; otherwise, blank. |
Supplier Account Number | Account number assigned to the supplier. |
Supplier Account Name | Name of the supplier fulfilling the order. |
Item ID | Stock item number or SKU. |
Unit Cost | Purchase cost of a single unit of the item. |
Total Cost | Total cost for the line (Unit Cost × Quantity). |
List Price | Standard list price per unit. |
Sell Price | Agreed selling price per unit. |
Total List Price | Cumulative list price for the order line. |
Total Sell Price | Cumulative selling price for the order line. |
VAT Code | VAT code applied to the item. |
VAT % | VAT percentage applicable. |
Item Weight | Individual weight of the item. |
Unit Weight | Unit of measurement for item weight. |
Commodity Code | Commodity code used for goods classification. |
EORI | Supplier’s Economic Operators Registration and Identification number. |
Line Notes | Notes or comments specific to the PO line. |
Back Orders | Indicates whether the item is on back order (Yes/No). |
Status | Overall purchase order status (Open or Partially Open). |
Insight: The View by PO Lines tab is especially useful for identifying back-ordered items and understanding which specific products are contributing to open or delayed purchase orders.
The Total Open Purchase Orders Report is a critical tool for maintaining control over outstanding procurement activity.
By using this report, teams can:
Track all open and partially open purchase orders in one place.
Monitor supplier delivery performance and approval validity.
Support accurate financial forecasting and inventory planning.
Identify risks related to back orders, long lead times, or supplier delays.
Review this report regularly - particularly during month-end close and before stock replenishment cycles - to ensure open purchase orders are actively managed and followed up with suppliers where required.