Buying Reports
Effective buying is crucial in any organization because it helps to manage costs, inventories and the performance of the suppliers. Significant open-source ERPs like ERPNext offer numerous buying reports that better understand the real-time business of a company. With the help of these reports, the stakeholders will be able to review purchases in various dimensions and make informed decisions.
Structure of Reports in the Buying Module
Each report in ERPNext typically consists of the following components:
1. Filter Toolbar
- Allows the user to filter information with a mandatory term like a supplier, timespan, item group, or project.
- Aids in concentrated study and rapid division of information.
2. Chart Section
- Represents the trend of the data graphically as well as in pie charts or bar diagrammatic representations.
- Helps to understand the outliers and patterns in a short time.
3. Tabular Data View
- Shows precise data entries in a table-like format.
- Has the option of exporting to Excel/CSV or more analysis
1. Purchase Analytics Report
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The Purchase Analytics report is a powerful analytical tool that lets users evaluate purchasing trends and volumes over time. This report helps in breaking down data by:
- Suppliers
- Supplier Groups
- Items
- Item Groups
You can view the data over selected times: monthly, quarterly, or yearly. You can also change the frequency to understand seasonality or supplier performance.
Key Features:
- Filter by supplier, item, or project.
- This feature allows for a visual comparison of bothisual comparison of both purchase volumes and values.
- Identify the most purchased items and top-performing suppliers.
Benefits:
- Favors budgeting and forecasting.
- Improves performance reviews of suppliers.
- Helps save wasted money by establishing the expensive or unnecessary purchases.
2. Purchase Order Analysis
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In this report, purchase orders (POs) are in a detailed perspective with an overview of item level information and billing status. It is a must in terms of monitoring open orders, partially billed items and completely settled purchases.
Key Features:
- View each PO and its associated items.
- See quantities ordered vs. quantities billed.
- Identify pending or delayed billing.
Benefits:
- Minimizes procurement and accounting differences.
- Allows making of prompt follow-ups on outstanding invoices.
- Enhances the control of cash flow by improving billing visibility.
3. Supplier-Wise Sales Analytics
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Despite the title of this report Sales Analytics, it is a report about purchases made by each supplier. It provides accurate data on the quantity and the type of items that have been bought out of every supplier.
Key Features:
- Aggregate and supplier purchases.
- Long term supplier comparison.
- Break down to supplier item level.
Benefits:
- Helps in evaluating the reliability of suppliers and their price.
- Assists in the selection of preferred vendors to be used in the future.
- Negotiating assistance through showing the quantities of suppliers buying.
4. Items to Order and Receive
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This report brings into view the outstanding procurement operations by highlighting:
- Things that should be ordered according to stock levels or material ordered.
- Orders, which are not received yet.
Key Features:
- Adds together with stock levels, re-order points and material requests.
- Marked the position of ordered and pending items.
- Shows potential delays of the supply chain.
Benefits:
- Avoids out-of-stock.
- Automates the procurement and inventory planning.
- Combines the purchasing and the warehouse operations.
5. Purchase Order Trends
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The report gives a graphical presentation of the purchase orders based on time. It assists in determining the trends of procurement, peaks or decreases during a fiscal year.
Grouping Options:
- By Supplier
- By Supplier Group
- By Item
- By Item Group
- By Project
Benefits:
- Favors yearly or quarterly review of procurements.
- Assistance in demand planning, seasonal.
- Gives strategic information on the performance of the vendors and procurement.
6. Procurement Tracker
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The Procurement Tracker is a detailed report, which entails the integration of Material Requests, Purchase Orders, Purchase Receipts, and Purchase Invoices into one unified source.
Key Features:
- Tracking of procurement process.
- Displays the position of each object along the procurement pipeline.
- Has supplier, status and date filters.
Benefits:
- Improves accountability and traceability.
- Determines delays and bottlenecks in procurement cycle.
- Provides a full overview to procurement audits and compliance.
7. Other Reports of Importance in Buying Module
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a. Items To Be Requested
- Items below reorder level are highlighted.
- Assist with timely ordering of materials.
b. Item-Wise Purchase History
- The purchase history item by item.
- Applicable in tracking of costs, comparison of suppliers and planning.
c. Purchase Receipt Trends
- Tracks receipt of goods with time.
- Assists in evaluating performance of vendor delivery.
d. Purchase Invoice Trends
- Invoice patterns and invoice volume.
- Applicable to the finance and accounts payable departments.
e. Subcontracted Items To Be Received
- Displays products that have been outsourced to be manufactured but not received.
- Helps coordinate the subcontracting processes.
f. Supplier Quotation
- Records all supplier quotes provided.
- Assists in the assessment of vendors and negotiation of costs.