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:
- Supports budgeting and forecasting.
- Enhances supplier performance reviews.
- Helps reduce unnecessary spending by identifying costly or redundant purchases.
2. Purchase Order Analysis
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This report gives a detailed view of purchase orders (POs), including item-level data and billing status. It’s essential for tracking open orders, partially billed items, and fully settled purchases.
Key Features:
- View each PO and its associated items.
- See quantities ordered vs. quantities billed.
- Identify pending or delayed billing.
Benefits:
- Reduces discrepancies in procurement and accounting.
- Enables timely follow-ups on pending invoices.
- Improves cash flow management through better billing visibility.
3. Supplier-Wise Sales Analytics
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Although labelled "Sales Analytics," this report focuses on purchases from each supplier. It offers precise information about how much and what kind of items have been purchased from each supplier.
Key Features:
- Total purchase value and quantity per supplier.
- Comparison over time between suppliers.
- Drill down to item levels per supplier.
Benefits:
- Assists in assessing supplier reliability and price.
- Helps in choosing favorite vendors for future orders.
- Helps in negotiation by demonstrating supplier buying quantities.
4. Items to Order and Receive
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This report gives visibility to pending procurement activities by highlighting:
- Items that need to be ordered based on stock levels or material requests.
- Items that have been ordered but not yet received.
Key Features:
- Integrates with stock levels, reorder points, and material requests.
- Shows status of ordered vs. pending items.
- Highlights potential supply chain delays.
Benefits:
- Prevents out-of-stock situations.
- Streamlines procurement and inventory planning.
- Aligns warehouse operations with purchasing.
5. Purchase Order Trends
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This report provides a time-based visualization of purchase order trends. It helps identify procurement patterns, spikes, or declines over a fiscal year.
Grouping Options:
- By Supplier
- By Supplier Group
- By Item
- By Item Group
- By Project
Benefits:
- Supports annual or quarterly procurement reviews.
- Helps in seasonal demand planning.
- Provides strategic insights into vendor performance and procurement cycles.
6. Procurement Tracker
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The Procurement Tracker is a comprehensive report that links Material Requests, Purchase Orders, Purchase Receipts, and Purchase Invoices into a single, cohesive view.
Key Features:
- End-to-end tracking of procurement process.
- Shows status of every item in the procurement pipeline.
- Includes filters for supplier, status, and date.
eneBfits:
- Enhances traceability and accountability.
- Identifies delays and bottlenecks in the procurement cycle.
- Offers a complete picture for procurement audits and compliance.
7. Other Important Reports in Buying Module
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a. Items To Be Requested
- Highlights items below reorder level.
- Helps in initiating timely material requests.
b. Item-Wise Purchase History
- Detailed purchase history per item.
- Useful for cost tracking, supplier comparison, and planning.
c. Purchase Receipt Trends
- Tracks receipt of goods over time.
- Supports vendor delivery performance evaluation.
d. Purchase Invoice Trends
- Analyzes invoicing patterns and volume.
- Useful for finance and accounts payable departments.
e. Subcontracted Items To Be Received
- Shows items outsourced for manufacturing that are yet to be received.
- Helps manage subcontracting workflows efficiently.
f. Supplier Quotation
- Lists all supplier quotations submitted.
- Supports vendor evaluation and cost negotiations.