Follow your purchasing

The workspace shows where your purchase orders stand and what waits on you today. The purchases by vendor report shows how much you bought from each vendor over a period, so you can see who you depend on before you negotiate.

Check the workspace

Go to Purchase ‣ Workspace.

The cards at the top count your Purchase orders and those Outstanding, which are approved but not yet fully received, and show the Total and Tax of your orders in your subsidiary’s currency.

Needs attention counts the orders at each step that waits on someone: Draft, Submitted, Approved and Partially received. Click one to open the order list filtered to it. When nothing waits, it reads All clear.

Recent purchase orders lists the latest orders; click one to open it. Purchases by vendor ranks your vendors by what you bought from them. Quick actions take you to a new purchase order, a new vendor, the lists and the Spend reports.

Tip

An approver can start the day from Submitted under Needs attention: it opens exactly the orders that wait for approval.

See purchases by vendor

1. Go to Finance ‣ Reports and open the Purchase tab.
2. Click Purchases by vendor.
3. Pick the period. It starts at the year to date.
4. Click Run.

Each vendor has one row, largest first, in your subsidiary’s currency: the number of Orders, the Avg order, the Net and Tax amounts, the Total spend, its % of total and the date of the Last order. The cards above add up the vendors, orders, net, tax and total spend.

Note

The report counts an order by its Date once goods have started to arrive against it, at the order’s full value. Orders still waiting for goods are left out, and an order that is only partly received counts in full.

Type in the search box to find a vendor. Generate PDF prepares the report as a PDF, and Export saves it as a spreadsheet.

Example

A restaurant group runs the report for the last quarter before its yearly supplier review. Its produce supplier accounts for 41 % of the total spend across 60 orders, so the buyer asks that supplier for a volume price and gets a second quote for the largest items.