The Open Purchase Orders Report shows what you've ordered from vendors but haven't received yet.
How it works
A purchase order (PO) is the order you send a vendor, and ConnectStock is the ConnectBooks inventory tool where you keep them. The report lists each line of each PO that still has open units. As you receive units on bills linked to the PO, its open quantity goes down. Once a PO is fully received, or you mark it as closed, it drops off the report.
To open the report:
Click Reports in the main menu, then click Inventory.
Under ConnectStock, click Open Purchase Orders Report.
You can also go straight to the Open Purchase Orders Report.
To run the report:
To limit it to POs from certain dates, click the box next to Select Dates, pick the dates, then click Done. Leave it empty to see open POs from all dates. Click Clear to remove the dates.
Pick how to group the rows under Group By: Item, Vendor, Warehouse, ETA Date or PO #. Item is picked at first.
Click Run Report.
Columns
Item: the item name and description.
PO #: the PO number. Click it to open the PO in a new tab.
Open Qty: units not received yet.
Open Value: what the open units cost.
Received Qty: units already received.
Ordered Qty: units on the PO line.
Unit Cost: the cost of 1 unit.
Days Open: days since the Order Date.
Order Date: the date on the PO.
Arrival Date: when you expect the PO to arrive.
Vendor: who you ordered from.
Warehouse and Note: hidden at first. Click Columns to show them.
Rows start sorted by Open Qty, highest first. The bottom row adds up Open Qty, Open Value, Received Qty and Ordered Qty, and each group shows its own subtotals. Use Search to find a row.
To export the report:
Run the report.
Click Export.
You get an Excel file with the rows in the report.
Things to know
Received Qty = Ordered Qty minus Open Qty.
Open Value = Open Qty × Unit Cost.
Unit Cost = the line's cost ÷ the units in its unit of measure (if you turned on Unit of Measure, for example to buy by the case). A case of 12 that costs $24 shows a Unit Cost of $2.
Quantities count single units, so 1 case of 12 shows as 12.
Costs show in your inventory file's base currency. POs in another currency use the PO's exchange rate.
The dates filter uses the PO's Order Date.
ETA Date groups rows by Arrival Date.
You need ConnectStock, an inventory file, and the Purchase Orders permission to see this report. If your Items access is limited, you only see your items.
Inventory under Reports shows only if your user has at least 1 inventory report permission. If you don't see it, use the direct link above.
Frequently asked questions
Why isn't my PO on the report?
It may be fully received, marked as closed, or outside the dates you picked. Only POs with open units show.
How do I take a PO off the report if I won't receive the rest?
Open the PO from Purchase Orders, click Edit, then click Mark as closed. To bring it back, click Edit, then Reopen. You need edit access to Purchase Orders.
Does the report change my inventory?
No. It only reads your POs.