Purchases by Division, Supplier, and Product
What was bought from each supplier in a period, with purchase prices. The report for price negotiation and supplier review.
Questions It Answers
- What was the total bought from supplier X this month, and which goods?
- Which suppliers sell us the same product, and who is cheapest?
- Which supplier has the largest value - to ask for a volume discount?
Filters
| Filter | What it does |
|---|---|
| Transaction Date | Date range of the purchase invoices. Empty means the whole history - slow on years of data, so always fill it. |
| Division | Pre-filled from the user role's default division. A role locked to one division cannot change it. |
| Supplier | One supplier only; pre-filled from the role's default when set. |
| Buyer | The employee recorded as buyer on the invoice header; pre-filled from the role's default employee when set. |
| Product Code | One product only - handy for tracing the history of a single item. |
| Serial Number | Match a serial number exactly (=) or partially (like). Only meaningful when the company uses serial numbers. |
How To Read It
Nested result: Division > Supplier (code, name, address) > product rows. Subtotals per supplier, per division, then a grand total.
| Column | Meaning |
|---|---|
| Quantity, Unit | Quantity bought in the unit written on the invoice - not converted to the base unit, so 1 box and 12 pcs show as two rows. |
| Gross | Purchase price x quantity before line discount. |
| Discount | Supplier's discount per product line. Invoice-level discount (at the foot of the invoice) is not here. |
| Net | Gross - Discount. |
| Tax, Extra Tax | Line input VAT, and any extra tax computed per product. |
| Subtotal | Net + Tax + Extra Tax. |
| Serial Number, Expiration Date | Shown only when the company uses product serial numbers/expiry; otherwise the columns are absent. |
Source: approved Purchase invoices (when the approval workflow is on). Purchase returns are not deducted here - see the Purchase Return reports.
Why The Numbers May Differ
- Documents still waiting for approval are not counted. If the approval workflow is on and the figures look low, check the Approval Queue.
- Invoice-level discount (at the foot of the invoice) does not reduce the per-product figures here, so the Subtotal total can exceed the invoice totals in Purchase Summary.
- Quantities are not converted between units: a product bought in boxes and in pieces shows as separate rows with their own quantities.
- Purchase returns are not deducted. For net purchases, subtract the Purchase Return report with the same grouping.
- Values here are invoice purchase prices, not inventory COGS; COGS can differ because of purchase expenses charged to stock and the costing method.
Purchase Price Permission
Columns derived from COGS or purchase prices - COGS, inventory value, purchase prices and totals, and profit - appear only for roles that have the Show Purchase Price History permission in User Roles. For other roles those columns are absent from the screen, prints, and exports, and the server does not send the figures at all - they are not merely hidden by the layout.
- A missing column does not mean the data is empty. If the user should see it, turn the permission on for their role and ask them to log in again so the report layout follows.
- Custom-built reports are not protected automatically; a copy made with Duplicate in Report Designer keeps the settings of the original.
Menu Location
- Procurement / Purchase Reports / Purchases by Division, Supplier, and Product
/report/purchasedivsupprod