Purchase order reports

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

1. Open the Purchase order receipts report
2. Set the receipt date filter to the month. Previous calendar month covers last month in one click
3. 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.

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.

What these reports do not include

Product type and category are not columns, on screen or in the exports. If you need to group by either, export and match SKUs against a product export from Shopify.