Purchase order reports
Available on: Pro Plus.
Purchase orders have three reports under Reports : Purchase orders, Purchase order line items and Purchase order receipts. Each answers a different question, and each exports to CSV or Excel.
The three reports
Purchase orders - one row per order. Dates created, ordered and completed, totals, and how much of each order has been received.
Purchase order line items - one row per product on an order, with quantities ordered, accepted, rejected and outstanding, plus costs. This is the report that answers most "can you build me a custom report" questions.
Purchase order receipts - one row per receipt line, filterable by receipt date. This is the month-end report, and the only one carrying landed unit cost and total landed cost, so it is where you see what stock actually cost you once shipping and duties were spread across it.
You can also narrow it to a single receipt, which is how the Receipts card on a purchase order and on the receive screen links through to the products in one delivery.
Each report can keep its own saved views, so a filter you use every month can be saved and picked again. Reports can also be scheduled for email delivery from each report page.
What did we receive last month
- Open the Purchase order receipts report
- Set the receipt date filter to the month. Previous calendar month covers last month in one click
- Export
You get every receipt line in that period with quantities and costs. The receipts report values the units you accepted, so where a delivery had rejected units, its total can differ from the received value shown on the purchase order, which counts rejected units too.
Choosing the columns
Edit columns above the table chooses which columns each report shows and in what order, and your selection carries into the export and into a saved view.
On Purchase order line items and Purchase order receipts, Product type, Category and Destination all start switched off. Turning on the first two gives you the grouping by type or category that used to need a separate product export from Shopify, and Destination shows which location the stock was going to.
The financial columns on Purchase orders
Purchase orders offers six columns that start switched off, breaking an order's total into the parts an invoice is usually checked against:
| Column | |
|---|---|
| Subtotal excl. tax (supplier) | Quantity ordered times unit cost, before tax, shipping and other adjustments |
| Shipping excl. tax (supplier) | The shipping charge on the order, before tax |
| Other cost adjustments (supplier) | Additional charges and discounts combined, not counting shipping |
| Net cost (supplier) | Subtotal plus shipping and other adjustments, still before tax |
| Tax (supplier) | Tax on the ordered products and on shipping |
| Exchange rate | How supplier amounts convert to your store currency |
Everything marked supplier is in the currency you ordered in. Exchange rate is the rate held on that order: one unit of the supplier's currency in your store currency, so multiplying a supplier figure by it converts it. An order already in your own currency shows 1, and the export adds a base currency and a supplier currency column beside the rate so a spreadsheet can do the same conversion.
Feeding another system
The Purchase order line items report is the one to use. Export it rather than reading it on screen: the file carries more than the table shows, adding the order's created date, variant, supplier SKU, unit costs and the supplier's currency to what you can see. Between them that covers what most accounting and ERP imports need.
Those extras travel with the column they belong to, so keep SKU and the cost columns switched on if you want the supplier SKU and unit costs in the file.