The Purchase Enquiry is a comprehensive report of all products included in your Purchase Orders (POs). This powerful reporting tool helps you track supplier relationships, monitor order progress, and analyze purchasing patterns across your business.
Navigate to Reports > Purchases > Purchase Enquiry from the main menu. Click the Run button in the top-right corner to generate a basic report with all purchase data, or apply filters first to focus on specific information.
Use the Export dropdown to download your report in PDF, CSV, or XLSX format, depending on your needs - PDF for presentations, CSV for basic analysis, or XLSX for advanced Excel work.
Filter the Purchase Enquiry
Use the filters available at the top of the Purchase Enquiry to focus your report on the following key details.
Purchase Enquiry filter | Description |
Date From | Enter the start of a date range to filter Purchase Orders by, based on the Transaction Date selected. |
Date To | Enter the end of a date range to filter Purchase Orders by, based on the Transaction Date selected. |
Transaction Date | Use the drop-down menu to select which type of date the Date From and To filters apply to:
|
Purchase Order Number | Filter by a specific Purchase Order, using the order's number. |
Purchase Order Status | Use the multi-select dropdown menu to filter purchases by their current transaction status, including custom Purchase Order Statuses. |
Sales Order Number | Filter purchases by the Sales Order they were created from, using the Sales Order's number. |
Product Group | Use the multi-select dropdown menu to filter by purchased products by their Product Group. |
Product Code | Filter for the purchases of a product by its code. |
Product Description | Filter for the purchases of a product by its description. |
Supplier Code | Filter purchases from a specific supplier by their Supplier Code. |
Supplier Name | Filter purchases from a specific supplier by their Supplier Name. |
Supplier Reference | Filter purchases by the Purchase Order's Supplier Reference. |
Warehouse | Use the multi-select drop-down menu to filter purchases by receipting warehouse. |
Quantity Pricing Only | Tick the checkbox to filter for purchases where supplier Quantity Pricing was applied. |
Understanding the Purchase Enquiry
The Purchase Enquiry provides an overview, per Purchase Order Line, of the Purchase Orders that have been created in your account. The detail that's displayed per row in the report is dependent on the columns that are on the grid. By default, the following columns will populate in the Purchase Enquiry's grid.
Purchase Enquiry grid column | Description |
Order No. | Displays the Purchase Order's number. |
Order Date | Displays the PO's order date. |
Delivery Date | Displays the Purchase Order Line's Delivery Date. |
Receipt Date | Display the date the PO was updated to Receipted status. If the PO has not been receipted or completed, the Receipt Date will be blank. |
Warehouse | Displays the name of the warehouse the PO is assigned to. |
Supplier | Displays the name of the PO's supplier. |
Product Code | Displays the product's code. |
Products Description | Displays the product's description. |
Product Group | Displays the Product Group the product is allocated to. |
Sales Order Number | When the PO was created from a Sales Order, the Sales Order's number will be displayed. |
Order Status | Displays the current status of the Purchase Order. |
Base Unit Qty | Displays the product's purchase order quantity in the product's base unit. |
Landed Cost | Displays the PO's calculated landed cost for the Purchase Order Line in your account's base currency.
|
Hidden Columns
Additionally, the Hidden Columns list in the Purchase Enquiry's Show Toolbar tab lists more columns that can be included on the report's grid. The default Hidden Columns, available to add to your Purchase Enquiry's grid, are described in the table below.
📌Note: Only the headers already displayed in the layout or the Hidden Columns list can be displayed in the Purchase Enquiry.
Purchase Enquiry hidden columns | Description |
Comments | Displays any comments associated with the Purchase Order lines. |
Costing Total | displays the costs, if any, associated with the Purchase Order |
Currency Code | the currency code of the Supplier |
Exchange Rate | displays the exchange rate percentage if applicable |
PO Comments | displays the comment from the Purchase Order comment box. |
Product Sub Group | displays the Product Sub Group allocated to the product record. |
Quantity Pricing | Displays a tick if quantity pricing is applied |
Receipt Quantity | the receipted quantity |
Sub Total | displays the sub-total of the Purchase Order in the Supplier currency |
Sub Total (currency) | displays the sub total in your base currency |
Supplier Code | the unique Supplier Code for the Supplier |
Supplier Invoice Date | displays the date of the Supplier's invoice |
Supplier Product Code | the Supplier's Product Code |
Supplier Ref | the reference used for your Supplier |
Unit Price | displays the individual unit price |
Volume | displays the calculated volume of the order |
Weight | displays the calculated weight of the order |
Customising your view
Drag any column header into the grey area above the grid to group your data by that field. Add multiple grouping levels and use the +/- icons to expand or collapse sections. This is particularly useful for analyzing data by supplier, product group, or period.
Reorder columns by dragging headers, resize columns by dragging borders, and sort data by clicking column headers - first click for descending order, second click for ascending order.
To add a Hidden Column to the Purchase Enquiry's grid:
Go to Reports > Purchase > Purchase Enquiry.
Click Show Toolbar.
Click Hidden Columns.
Drag a column header from the Hidden Columns list and drop it into the grid.
To remove a Hidden Column from the Purchase Enquiry's grid:
Go to Reports > Purchase > Purchase Enquiry.
Click Show Toolbar.
Click Hidden Columns.
Drag a column header from the grid into the Hidden Columns list.
Grid Layouts
After customising your column layout, save it for future use:
Click on the Show Toolbar tab.
Select New.
Enter a unique name for the new layout.
Click Add.
The layout will now be saved to your user profile, only available to select from the Show Toolbar's Grid Layout drop-down menu.
Edits can be made to your custom grid layout at any time; just click Save in the Show Toolbar options after you've made the necessary adjustments. Similarly, custom grid layouts can be removed by clicking Delete in the Show Toolbar tab.
Default grid layouts
Initially, whenever you navigate to the Purchase Enquiry, the default grid layout "None" will be displayed.
To make one of your custom grid layouts the default view:
Click on the Show Toolbar tab.
Select the layout from the Grid Layout drop-down menu
Tick the Default checkbox.
Click Save.
Share grid layouts
If you've created a grid layout that other users in your account would benefit from using, you can make it available to their user profiles too:
Click on the Show Toolbar tab.
Select the layout from the Grid Layout drop-down menu
Tick the Shared checkbox.
Click Save.
The layout will then be available to select from the Show Toolbar > Grid Layout menu when other users open the Purchase Enquiry page.
Shared layouts cannot be a default for another user's profile, but they can save the shared layout as a new layout in their own profile, then set that as their default. Any edits you make to your shared layout will not apply to their saved default version.