Purchase Order Tracking
The most comprehensive PO report. Tracks each purchase order through its full lifecycle — from PO creation through receiving, receipt adjustments, cancellations, AP invoices, cash disbursements, write checks, and encumbrance liquidations. Use this report at month-end or audit time to reconcile open commitments and confirm that every PO has been properly closed out.
Note: If you're not familiar with the MIP Report Builder, see Report Builder for an introduction.
The following columns are available to include in the report:
Purchase Order Number - The number assigned to the purchase order when printed.
Purchase Order Date - The date assigned to the purchase order.
Purchase Order Status - The purchase order's status: In Process, Ready to Print, Open, Closed, or Void.
Description - The title or description of the purchase order.
Type - The stage of the PO in the transaction process: PO, Receipt, Invoice, Adjustment, or Cancelled.
Receiving Skipped - Y (Yes) or N (No), indicating whether the Skip Receiving option was selected on the purchase order.
Document Number - The document number associated with the purchase order transaction, such as a receipt, adjustment, invoice, or cancellation.
Receipt Document Number - The document number of the original receipt when a receipt adjustment occurred.
Vendor ID - The vendor ID assigned to the purchase order.
Vendor Name - The name associated with the vendor ID.
Shipping Address Code - The shipping address code assigned to the purchase order.
Billing Address Code - The billing address code assigned to the purchase order.
Buyer - The name of the buyer who handled the order.
Shipping Method - The shipping method for the purchase order, such as Ground or Priority Mail.
Line Number - The line number for each line item on the purchase order.
Category Code - The category code for each line item.
Item Code - The item code for each line item.
Item Code Status - The status of the item code: Active, Inactive, or Discontinued.
Item Description - The description for each line item.
Item Location - The location where the item is stored, such as Aisle 2 or Shelf B.
Special Instructions - Any additional information related to the line item.
Purchase Unit - The unit of measure for one purchase unit, such as each or case.
Quantity - The number of units for each line item across the PO, receipt, adjustment, or cancellation.
Quantity Remaining - The remaining quantity for each line item (quantity minus previous quantity received minus previous quantity adjusted or cancelled).
Previous Quantity Received - The quantity previously received for each line item.
Previous Quantity Adjusted / Cancelled - The quantity previously adjusted or cancelled for each line item.
Unit Price - The monetary amount per unit for each line item.
Ordered Amount - The amount ordered for each line item on Skip Receiving purchase orders.
Voided Amount - The amount voided for each line item on Skip Receiving purchase orders.
Cancelled Amount - The amount cancelled for each line item on Skip Receiving purchase orders.
Invoiced Amount - The amount invoiced for each line item.
Remaining Amount - The difference between the ordered amount and the invoiced and cancelled amounts, for Skip Receiving purchase orders.
Adjusted Unit Price - The adjusted unit price entered on the receipt adjustment.
Item Total - The total for each line item (quantity multiplied by unit price).
Adjusted Item Total - The adjusted item total from the receipt adjustment.
Purchase Order Total - The sum of all line items on the purchase order.
Encumbrance Document Amount - The sum of all encumbrance increases and decreases.
Date Required By - The date the order is needed.
Date Promised - The date the order is due.
Date Received - The date the order was received.
Requested For - The person who requested the items.
Created By - The name of the user who created the purchase order.
Printed By - The name of the user who printed the purchase order.
Last Modified By - The name of the user who last updated the purchase order.
Session ID - The session ID assigned to the related document.
Transaction Document Number - The document number assigned to the related transaction, such as an encumbrance document number.
Document Date - The date of the related document.
Transaction Source - The transaction source of the related document, such as API, CD, or ENL.
Effective Date - The effective date of the related document.
Document Line Amount - The amount for each line item of the related document.
Document Posted By User - The user who created the related document.
Comments - Any comments entered on the purchase order, receipt, adjustment, or cancellation.