Run Report – Purchasing

Purchasing reports allow you to view and print reports about your installation's purchase orders. The Purchasing module includes both Purchasing Reports and AP Reports.

Your security rights determine whether you can run purchasing reports and which properties you can run the reports on. If you do not have the required security rights, contact your system administrator.

To run Purchasing reports:

  1. Access the Purchasing module by clicking the Purchasing link at the top of the page.

  2. Select the Run Report tab.

  3. Select Purchasing Reports or AP Reports.

  4. In the Select a report field, select the report you want to run.

  5. Specify report criteria.

  6. Click OK to run the report.

The following Purchasing reports are available:

Purchasing Reports

Purchasing Reports provide information about the purchase orders stored in the system. The following Purchasing Reports are available:

ClosedPO Summary

The PO Summary report provides a high-level summary of all the purchase orders that match the specified criteria.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

  • Property – Click the Select link to run the report for a particular property. You can select a property or a region, but not both.
  • Region – Select a value to run the report for a particular region. You can select a property or a region, but not both.
  • PO Status – Select a value to run the report for Open, Closed, Cancelled, Waiting for Approval, or Approved purchase orders.
  • PO Type – Select a value to run the report for a specific type of purchase order.
  • Vendor Name – Enter a value to run the report for purchase orders sent to a vendor whose name contains the specified characters. This criterion is not case-sensitive.
  • Requestor Name – Enter a value to run the report for purchase orders that were requested by a person whose name contains the specified characters. This criterion is not case-sensitive.
  • PO Date – Enter two date values to run the report for purchase orders that were created within the specified date range. The system defaults to a date range from one week ago to today.
  • Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).
  • Include WO# In Results – Select this check box to include the ID of any work order associated with the purchase order in the report.

Report Output

The generated report contains one row for each purchase order. The results include:

  • PO Date – the date of the purchase order
  • PO# – the unique purchase order number
  • Work Order # – the unique request ID of any work order associated with the purchase order; included only if the Include WO# In Results check box was selected
  • Property – the property the purchase order is associated with
  • Vendor – the vendor the purchase order is being sent to
  • PO Type – the type of purchase order
  • PO Status – the status of the purchase order
  • Authorization# – any authorization number needed for the purchase order
  • Description – a description of the purchase order
  • Requestor – the name of the user who requested the purchase order
  • Buyer – the name of the buyer that created the purchase order; included only if the purchase order was created from the Requisition Buyer page
  • Start Date – the start date of the purchase order, either the date the purchase order was created or the Requested date from the purchase requisition the purchase order was created from
  • Close Date – the date on which the purchase order was closed
  • Closed By – the name of the user who closed the purchase order
  • Expires – the date on which the purchase order expires, if applicable
  • Payment Terms – the terms of payment for the purchase order
  • Spend Limit – the maximum dollar limit for the purchase order
  • PO Amount – the total costs of all items on the purchase order
  • Paid to Date – the total amount of the purchase order that has been paid
  • Variance – any variance between the purchase order total costs and the amount paid
  • Remain(%) – the percentage of the purchase order total costs that remain to be paid

ClosedPO Detail

The PO Detail report provides purchase order item details for all the purchase orders that match the specified criteria.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. You can select a property or a region, but not both.
  • PO Status – Select a value to run the report for Open, Closed, Cancelled, Waiting for Approval, or Approved purchase orders.
  • PO Type – Select a value to run the report for a specific type of purchase order.
  • Vendor Name – Enter a value to run the report for purchase orders sent to a vendor whose name contains the specified characters. This criterion is not case-sensitive.
  • Requestor Name – Enter a value to run the report for purchase orders that were requested by a person whose name contains the specified characters. This criterion is not case-sensitive.
  • Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).
  • Include Declined Items in results – Select this check box to included items that were not approved in the report.

Report Output

The generated report contains one row for each purchase order item. The results include:

  • PO Date – the date of the purchase order
  • PO# – the unique purchase order number
  • Vendor – the vendor the purchase order is being sent to
  • Vendor Phone – the vendor's phone number
  • Vendor Email – the vendor's email address
  • PO Type – the type of purchase order
  • PO Status – the status of the purchase order
  • Authorization# – any authorization number needed for the purchase order
  • Ref PO# – the number of any other purchase order referenced by this purchase order
  • Approved Date – the date on which the purchase order was approved
  • Item Type – the type of item, either materials or services
  • Item - the stock description of the item (as defined in the Inventory module)
  • Quantity Ordered – the number of items included in the purchase order
  • Request Amount – the total cost of this item calculated by multiplying the unit cost by the quantity ordered
  • Request ID – the request ID of a work order associated either with the item or the purchase order
  • Description – a description of the item which may be the stock description or may include any additional information entered by the creator of the purchase order
  • AP Invoice # – the number on the invoice received from the vendor
  • AP Invoice Date – the date on the invoice received from the vendor
  • Quantity Received – the quantity of items received
  • Invoice Amount – the billed amount on the invoice received from the vendor
  • Account – the property's Charge To account, selected in the Edit Materials dialog box when the item was added to the PO
  • GL Account – the general ledger account number the item is billed against
  • Customer Account – the customer account that the GL account is mapped to
  • Taxable – taxable if the item is subject to tax, exempt if it is not
  • Variance – the difference between the quantity of items ordered and the quantity received

AP Reports

AP Reports provide information about the accounts payable invoices. The following AP Reports are available:

ClosedAP Detail

The AP Detail report provides a detailed information about all vendor invoices from purchase orders or billed directly against work orders that match the specified criteria.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. You can select a property or a region, but not both.
  • AP Batch ID – Specify a value to run the report for invoices that were included in a particular batch export. Batch exports are created by running one of the AP Export reports.
  • AP Due Date – Enter two date values to run the report for invoices that were due within the specified date range. The system defaults to a date range from one week ago to today.
  • Report Type – Select a report type: Excel (Microsoft Excel .xls file), HTML (displayed in a browser window) or CSV (comma separated variables).
  • External System – Specify a value to run the report for invoices that are intended for export to a specified external system.

Report Output

The generated report contains one row for each AP invoice receipted against purchase order items or receipted directly against work orders. The results include:

  • PO Date – the date of the purchase order
  • PO# – the unique purchase order number
  • Vendor – the vendor the purchase order is being sent to
  • Vendor Code – the vendor code, as defined when the invoice information was entered
  • Item Type – the type of item, either materials or services
  • Item - the stock description of the item (as defined in the Inventory module)
  • Request Amount – the total cost of this item calculated by multiplying the unit cost by the quantity ordered
  • Request ID – the request ID of a work order associated either with the item or the purchase order
  • Description – a description of the item which may be the stock description or may include any additional information entered by the creator of the purchase order
  • AP Invoice # – the number on the invoice received from the vendor
  • AP Invoice Date – the date on the invoice received from the vendor
  • Quantity Received – the quantity of items received
  • Invoice Amount – the cost on the invoice; this may be different from the request amount due to partial shipments, taxes, or shipping charges
  • Account – the property's Charge To account, selected in the Edit Materials dialog box when the item was added to the PO
  • GL Account – the general ledger account number the item is billed against
  • Taxable – taxable if the item is subject to tax, exempt if it is not
  • AP Batch ID – the batch ID of the batch export this invoice was included in, if applicable

ClosedAP MRI Export

The AP MRI Export report creates a printer text file format (.prn) file containing AP invoice detail information that can be uploaded into the MRI application.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values.

Note:

Once an export file is generated, the invoice information for all included items can no longer be edited.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. You can select a property or a region, but not both.
  • Report Mode – Select a value to indicate the mode you want to run the report in. You choices are:
    • Review Existing Batch – Review an existing export file by specifying the batch ID of the file.
    • Review Pending Batch – Run a test file and preview the export before creating the final export file.
    • Create Batch – Create a new export file. When you create a new export file, you must provide a batch ID for the file. Once you create the export file, the included invoices are stamped with an AP Batch ID and can no longer be edited.
  • AP Due Date – Enter two date values to run the report for invoices that were due within the specified date range. The system defaults to a date range from one week ago to today.
  • AP Invoice Status – Select a value to run the report for invoices that have a particular status value.
  • External System – Specify a value to run the report for invoices that are intended for export to a specified external system.

Report Output

The generated file contains one row for each AP invoice receipted against purchase order items or receipted directly against work orders in a format that can be used by the MRI application.

ClosedAP Yardi Export

The AP Yardi Export report creates a CSV file containing AP invoice detail information that can be uploaded into the Yardi application.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values. This report exports a different set of columns from the other Yardi Export reports.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. You can select a property or a region, but not both.
  • Report Mode – Select a value to indicate the mode you want to run the report in. You choices are:
    • Review Existing Batch – Review an existing export file by specifying the batch ID of the file.
    • Review Pending Batch – Run a test file and preview the export before creating the final export file.
    • Create Batch – Create a new export file. When you create a new export file, you must provide a batch ID for the file. Once you create the export file, the included invoices are stamped with an AP Batch ID and can no longer be edited.
  • AP Batch ID – Specify a value to run the report for invoices that were included in a particular batch export. Batch exports are created by running one of the AP Export reports.
  • AP Due Date – Enter two date values to run the report for invoices that were due within the specified date range. The system defaults to a date range from one week ago to today.
  • External System – Specify a value to run the report for invoices that are intended for export to a specified external system.

Report Output

The generated file contains one row for each AP invoice receipted against purchase order items or receipted directly against work orders in a format that can be used by the Yardi application.

ClosedAP Yardi Export 2

The AP Yardi Export report creates a CSV file containing AP invoice detail information that can be uploaded into the Yardi application.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values. This report exports a different set of columns from the other Yardi Export reports.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. You can select a property or a region, but not both.
  • Report Mode – Select a value to indicate the mode you want to run the report in. You choices are:
    • Review Existing Batch – Review an existing export file by specifying the batch ID of the file.
    • Review Pending Batch – Run a test file and preview the export before creating the final export file.
    • Create Batch – Create a new export file. When you create a new export file, you must provide a batch ID for the file. Once you create the export file, the included invoices are stamped with an AP Batch ID and can no longer be edited.
  • AP Batch ID – Specify a value to run the report for invoices that were included in a particular batch export. Batch exports are created by running one of the AP Export reports.
  • AP Due Date – Enter two date values to run the report for invoices that were due within the specified date range. The system defaults to a date range from one week ago to today.
  • External System – Specify a value to run the report for invoices that are intended for export to a specified external system.

Report Output

The generated file contains one row for each AP invoice receipted against purchase order items or receipted directly against work orders in a format that can be used by the Yardi application.

ClosedAP Yardi Export 3

The AP Yardi Export 3 report creates a CSV file containing AP invoice detail information that can be uploaded into the Yardi application.

Report Criteria

To refine your results, specify any of the following criteria. If no criteria are specified, the report will be run for all values. This report exports a different set of columns from the other Yardi Export reports.

  • Property – Click the Select link to run the report for a particular property.
  • Region – Select a value to run the report for a particular region. You can select a property or a region, but not both.
  • Report Mode – Select a value to indicate the mode you want to run the report in. You choices are:
    • Review Existing Batch – Review an existing export file by specifying the batch ID of the file.
    • Review Pending Batch – Run a test file and preview the export before creating the final export file.
    • Create Batch – Create a new export file. When you create a new export file, you must provide a batch ID for the file. Once you create the export file, the included invoices are stamped with an AP Batch ID and can no longer be edited.
  • AP Batch ID – Specify a value to run the report for invoices that were included in a particular batch export. Batch exports are created by running one of the AP Export reports.
  • AP Due Date – Enter two date values to run the report for invoices that were due within the specified date range. The system defaults to a date range from one week ago to today.
  • External System – Specify a value to run the report for invoices that are intended for export to a specified external system.

Report Output

The generated file contains one row for each AP invoice receipted against purchase order items or receipted directly against work orders in a format that can be used by the Yardi application.

Accruent logo in white text.

© Copyright Accruent 2025Privacy PolicyTerms of UseLegal