Certify Purchasing has a large set of reports which enable administrators and managers to analyze spend data. The Receiving Report is a permission based report which allows users to gain visibility in items that have been received and invoiced against. In addition to the report being real-time, it also allows users of this report to view the associated Purchase Order details.
This article will show you, an Accounts Payable Employee, how to access and run the Receiving Report.
Step 1: On your Certify homepage, click the Purchasing tab.
Step 2: Click Go to Purchasing.
Step 3: This is the Purchasing dashboard. Click the Reporting tab.
Step 4: In the Purchasing Reports box, click Receiving Report.
Step 5: First, enter the PO Date Range either manually, or by using the Date Ranges drop-down menu.
Step 6: Next, select the Vendor from the drop-down menu, or leave the field blank to pull information for all vendors.
Step 7: Select which types of transactions you'd like the report to show.
Step 8: When finished entering the report details, click Run Report.
Step 9: The report results will appear below. Some of the items on the report will have different icons next to them. To see what the icons mean, click Show Icon Descriptions.
Step 10: Click Export Receiving Report to Microsoft Excel to save onto your computer.
Step 11: To view specific information about a purchase order, click the Purchase Order Number.
Step 12: The purchase order details will show below.
Other columns include:
- Submitter: This is the user that submitted the PO.
- Order Date: This is the date that the PO was ordered.
- Received: The quantity received. This is entered by the packing list submitter.
- Due: The amount still due to be received.
- Line Items: How many line items are in the PO.
- Open: The quantity still yet to be received.
- Closed: The quantity received on the packing list that is closed.
- Total: The total number of packing lists.
- Total (Invoice Column): The number of invoices entered against the PO or packing list.
- Status: Graphical explanation of what percent of the packing list was received against what percent of the PO was invoiced.
- Variance: The difference in price on the PO vs. the price on the invoice.
- Liability: Indicates items that have been received and may possibly have an invoice but have not yet been exported to the user's accounting system.