Purchasing reports: net purchases and the status of every document

One page gathering everything you need about a period's purchases: how much you bought, how much you paid, what is left, and what is still sitting as an unapproved draft — image 1.

Steps

1. Open Purchasing → Purchasing Reports.
2. Set from and to, and pick a branch if you want one.
3. Check the two switches: approved bills only and posted payments only.
4. Press Apply, then Print for a copy.

The financial figures

• Approved supplier bills — the total billed to you in the period.
• Approved purchase returns — what you sent back.
• Net purchases — approved bills minus approved returns. This is the figure your accountant asks for, not the bills total alone.
• Posted supplier payments — what actually went out.
• Open approved bills and outstanding balance — what you still owe.

The documents table

A row per document type — purchase requests, purchase orders, goods receipts, supplier bills, supplier payments, purchase returns — with columns for their statuses: draft, approved/posted and cancelled, by count and amount.

It is the quickest way to spot unfinished work: a non-zero draft column means documents that were created and never approved, so they touch neither your stock nor your accounts.

Notes

• Read the report monthly at closing and confirm the draft column is zero or explained.
• Compare net purchases with payments; a persistent gap in favour of purchases means your payables are growing.
• Flip the filters and compare the difference to see how much is not yet approved.
• The filters apply to every figure on the page, and printing follows them.
• A user restricted to a branch sees only that branch's figures.