Built-in purchasing reports

Path: Business functionality > Purchasing > Purchasing analytics > Built-in purchasing reports · tier official · system purchasing · narrative reviewed (checked by Opus)

Overview

This section is a set of reference pages, one for each built-in purchasing report or Excel report. It also has an overview page on purchasing reports and analytical tasks, which covers Report Explorer, item availability and purchase date calculation. There are no subtopics. Each report page describes what the report shows and who uses it, such as procurement managers, warehouse teams and controllers.

Key points

• Payables and vendor ranking: Aged Accounts Payables (Excel) groups vendor ledger data into aging buckets and periods, by currency, vendor and due date. Vendor - Top 10 List Excel ranks top vendors by purchases and balance in local currency, and you can set how many vendors it shows.
• Reconciliation: Vendor - Trial Balance shows beginning balance and net change by vendor posting group, to reconcile against general ledger payables accounts. Vendor - Detail Trial Balance shows opening balance, transactions in a period and closing balance, for reconciliation and cash flow analysis.
• Ledger activity: Day Book Vendor Ledger Entry lists vendor transactions in date order, grouped by posting date, for periodic review, audit documentation and checking payables activity.
• Open orders: Inventory Purchase Orders, Vendor - Order Detail and Vendor - Order Summary track outstanding receipts, discounts, back orders and expected receipt dates. The summary report shows quantities not yet received across three 30-day periods.
• Purchase history: Inventory Vendor Purchases (grouped by item) and Vendor/Item Purchases (grouped by vendor) show invoiced quantity, cost and discounts for a date period. Purchase statistics adds payment discounts taken and lost, and payment history.
• Catalogs: Item/vendor catalog and Vendor Item catalog list vendors for selected items or items for selected vendors, with direct unit cost, lead time calculation and vendor item number.
• Documents and previews: Standard Purchase - Order produces formal purchase orders to print or email. E-Doc Sample Purchase Invoice creates a preview PDF from e-document data so you can check the layout before using it in production.
• Availability: Purchase Reservation Availability shows item availability for shipment on purchase documents such as return orders, and lets you update quantities to receive.

Learn pages

• Aged Accounts Payables (Excel report): Analyze vendor balances at the end of each period. Helps ensure the reliability of what you owe your vendors.
• Day Book Vendor Ledger Entry (report): Get a daily transaction overview for vendor postings, similar in intent to a vendor day book or a chronological audit-style listing of vendor postings.
• E-Doc Sample Purchase Invoice report: Generate a sample purchase invoice PDF to preview how an incoming e-document will look before it’s posted and validate the layout.
• Inventory Purchase Orders (report): Analyze your outstanding purchase orders to understand your expected purchase volume by item. Compare your overall outstanding receipts with the expected receipt date to highlight any overdue back orders.
• Inventory Vendor Purchases (report): Analyze your vendor purchases per item to manage inventory procurement and improve supply chain processes. Assess the relationship between discounts, the cost amount, and the volume of item purchases.
• Item/vendor catalog (report): Review or share vendor catalogs, compare vendor offerings, and support purchasing decisions.
• Purchase Reservation Availability (report): View the availability of items for shipment on purchase documents, such as return orders.
• Purchase statistics (report): Keep track of vendor performance and ensure that your company is getting the best value for its money.
• Purchasing reports and analytical tasks: Learn which purchase reports are available in the standard version of Business Central so that you can keep track of your business.
• Standard Purchase Order report: Print or email a purchase order that shows vendor and delivery details, order lines, prepayments, VAT specifications, and totals.
• Vendor - Detail Trial Balance (report): Analyze and reconcile vendor balances at the end of a period.
• Vendor - Order Detail (report): Analyze your outstanding purchase orders to understand your expected purchase volume by vendor.
• Vendor - Order Summary (report): Analyze your outstanding purchase orders to understand your expected purchase volume.
• Vendor - Top 10 List Excel (Excel report): Analyze the effect of vendors on cash flow, and prioritize vendor payments.
• Vendor - Trial Balance (report): Analyze the closing balance of vendors at the end of the period and reconcile the vendor subledger against the payables accounts in the general ledger.
• Vendor Item catalog (report): Get a list of vendors by item or items per vendor.
• Vendor/Item Purchases (report): Analyze your item purchases per vendor to manage inventory procurement and improve supply chain processes. Assess the relationship between discounts, the cost amount, and the volume of item purchases.

Videos, posts and code changes

Linked by a Haiku matcher with a grounding quote from the item’s summary (link/topics.ts); machine-generated.

• #11366 Filter top customer and top vendor Excel reports on the posting group (code change): “The Top Customer and Top Vendor Excel reports now correctly filter on posting group”
• #9549 636017 Move Purchases report action tooltips to report objects (code change): “Tooltips for 18 purchase-related reports are now defined on the report objects themselves”

Business Central pages and reports

The pages, reports and queries this hub’s Learn pages name (ms.search.form, API reference), joined to the code by exact object id (data/index/docs-objects.json); a page shows the table it runs on.

• Report 304 “Vendor - Detail Trial Balance”
• Report 307 “Vendor - Order Summary”
• Report 308 “Vendor - Order Detail”
• Report 311 “Vendor - Top 10 List” · captioned “Vendor - Top 10 List (Obsolete)”
• Report 312 “Purchase Statistics”
• Report 313 “Vendor/Item Purchases”
• Report 320 “Vendor Item Catalog”
• Report 329 “Vendor - Trial Balance”
• Report 409 “Purchase Reservation Avail.”
• Report 707 “Inventory - Availability Plan” · captioned “Inventory - Availability Plan (Obsolete)”
• Report 709 “Inventory Purchase Orders”
• Report 714 “Inventory - Vendor Purchases”
• Report 716 “Inventory Cost and Price List”
• Report 720 “Item/Vendor Catalog”
• Report 1322 “Standard Purchase - Order” · captioned “Purchase - Order”
• Report 2502 “Day Book Vendor Ledger Entry”
• Report 4403 “EXR Aged Acc Payable Excel” · captioned “Aged Accounts Payable (Excel)”
• Report 4404 “EXR Vendor Top List” · captioned “Vendor - Top List (Excel)”
• Report 6102 “E-Doc Sample Purchase Invoice”

Source: Microsoft Learn (CC BY 4.0). Descriptions are Learn’s own.