Purchasing Reports

Created by Migration Bot, Modified on Fri, 23 Oct at 2:30 PM by Migration Bot

Originally written by John Hardwick, last updated Aug 25, 2023, on the Swan Retail knowledge base (FRS).

Purchasing reports focus on the Purchase Order processing aspect of SwanFRS however certain reports may be useful to the buying and merchandising teams.

Acknowledgement Discrepancy (1200 onwards)

This report lists purchase orders acknowledged within a user specified number of days (early or late) from the original expected date.

Acknowledgement PO Audit (1200 onwards)

This report lists purchase orders acknowledged within a user specified number of days (early or late) from the original expected date.

Booked In (1200 onwards)

This report produces a list of goods acknowledged or confirmed by the supplier but not yet received into stock within a user specified date & time range.

Booking In Audit (1200 onwards)

This report provides supplier booking in analysis – i.e., did the supplier arrive on the date booked in and at the expected location / how many times did they fail to arrive on the date agreed. This report uses the booking in diary and not the ‘confirmed’ date when acknowledging the PO

Containers (1200 onwards)

This report produces a detailed audit of a selected container, listing all purchase orders associated with the container.

Fax Sent Audit (1200 onwards)

This report produces a listing of purchase orders sent via faxing software within the selected date range.

Goods On Order Export (1200 onwards)

This audit replicates the content of the Goods On Order report however the data is formatted to allow use with third party data systems, for example loading into a spreadsheet.

Goods On Order Report (1200 onwards)

This report lists all goods on all purchase orders which have not been booked into stock. The report can show all stock or stock which is in transit or notified of receipt via EDI. The report optionally groups by location with a sort filter by date.

Manual PO Cross-reference (1200 onwards)

This report is designed to allow the operator to choose a manual purchase order reference (from a pick list) and will show the details of the SwanFRS purchase order.

Outstanding Order Report (1200 onwards)

This report lists all sales orders generated within a user specified date range, identifying whether the order contains items on hand, on demand, on order or confirmed as delivered. The report may include or exclude both quotes and completed orders.

Product Lead Time Analysis (1200 onwards)

This audit is designed to compare actual supplier lead times against the default, allowing the viewer to differentiate between PO issue to GRN and demand to PO issue.

Purchase Demand (1200 onwards)

This report lists all sales, grouped by supplier within location, all goods which require either fulfilment from stock or via purchase ordering.

Purchase Detail Demand (1200 onwards)

The audit lists outstanding demand by demand date and shows any sales order events / comments recorded against the sale.

Purchase Order Alterations (1200 onwards)

This report details all purchase orders and / or purchase order lines cancelled within a specified date range, with the option to filter by print / not printed or all.

Purchase Order Cancellations (1200 onwards)

This report details all purchase orders and / or purchase order lines cancelled within a specified date range, with the option to filter by print / not printed or all.

Purchase Order Chase (1200 onwards)

This report is designed to provide a listing of all purchase orders due either for acknowledgement or delivery within a user specified number of days.

Purchase Order Chase Export (1200 onwards)

This report replicates the Purchase Order Chase with the output formatted to allow importing into a spreadsheet routine such as Excel.

Purchase Order Chase Fax (1200 onwards)

This report produces a separate page per supplier listing all purchase orders which are due for either acknowledgement or delivery within a user specified number of days. The output is formatted to enable it to be faxed to the supply once printed.

Purchase Order Email Log (1200 onwards)

The audit is designed to show the sequence of emails sent to suppliers.

Purchase Order Extract to Xero

This report produces an export file which may be used to feed the Xero accounting product.

Purchase Order List

This audit produces a list of purchase orders and their status – like the ‘find purchase order option’.

Purchase Order List by SO Pad Ref

This audit produces a list of purchase orders and their status, sequenced by the user specified pad reference.

Purchase Order List Export

This audit replicates the content of the Purchase Order List report however the data is formatted to allow use with third party data systems, for example loading into a spreadsheet.

Purchase Orders Not Acknowledged

This report is designed to advise of all purchase orders which have exceeded the number of days set to ‘normally acknowledge’ by each supplier.

Purchase Order Status

This report details purchase orders raised within the user specified start and end date for the selected range of suppliers. The narrative details the status of each purchase order.

Purchase Order Status Alternative Supplier

This report details purchase orders raised within the user specified start and end date for the selected range of alternative suppliers, listing only those orders where the goods have been purchased from an alternative supplier.

Purchase Order Status For Supplier

This report is designed to produce reports for the operator’s default supplier. If the operator does not have a default supplier, the audit will contain no data.