Purchases and Expenses Reports
Purchases and Expenses reports help you monitor active procurement activity, analyse what you are buying and from whom, track goods received, and review business expenses. Go to Reports from the left sidebar, then select Purchases and Expenses from the Report Category list.
Active Purchase Orders Report
The Active Purchase Orders Report shows all currently open purchase orders - the items ordered, quantities, and total cost for each. Use it to monitor pending stock arrivals, avoid duplicate ordering, and plan receipt scheduling.
Scenario: Bailey at Zylker Manufacturing is planning the weekly receipt schedule. She runs the Active Purchase Orders Report to see which orders are still open so she can coordinate with the warehouse team on incoming deliveries.
To generate this report:
- Go to Reports from the left sidebar.
- Select Purchases and Expenses from the Report Category list.
- Click Active Purchase Orders Report.
- Set filters as needed (warehouse, date range), then click Run Report.
This report includes the following columns:
- ITEM NAME: Name of the item on open purchase orders.
- SKU: Stock Keeping Unit of the item.
- QUANTITY: Total quantity of the item across all currently open purchase orders.
- COSTPRICE: Cost price per unit as per the purchase order.
Purchases by Item
The Purchases by Item report shows the quantity purchased and total cost for each item across all bills and purchase orders in a selected period. Use it to identify your most-purchased items and monitor purchasing patterns.
To generate this report:
- Go to Reports from the left sidebar.
- Select Purchases and Expenses from the Report Category list.
- Click Purchases by Item.
- Set a Date Range and any additional filters, then click Run Report.
This report includes the following columns:
- ITEM NAME: Name of the item purchased.
- SKU: Stock Keeping Unit of the item.
- QUANTITY PURCHASED: Total quantity of the item purchased across all bills in the period.
- AMOUNT: Total purchase amount for the item, excluding taxes.
- AVERAGE PRICE: Average purchase price per unit, calculated across all bills.
Receives History
The Receives History report shows all purchase receives recorded during a selected period - including the receive number, associated purchase order, vendor, and quantity received. Use it to verify that all expected deliveries have been received and recorded correctly.
To generate this report:
- Go to Reports from the left sidebar.
- Select Purchases and Expenses from the Report Category list.
- Click Receives History.
- Set a Date Range and any additional filters, then click Run Report.
This report includes the following columns:
- RECEIVE DATE: Date on which the goods were received.
- PURCHASE RECEIVE#: Unique reference number of the purchase receive record.
- PURCHASE ORDER#: Reference number of the purchase order against which goods were received.
- VENDOR NAME: Name of the vendor from whom goods were received.
- STATUS: Current status of the receive record.
- QUANTITY RECEIVED: Total quantity of items received in this transaction.
Receives History By Item
The Receives History By Item report shows the total quantity of each item received across all purchase receives in a selected period. Use it to track how much of each item has arrived and compare it with quantities ordered.
To generate this report:
- Go to Reports from the left sidebar.
- Select Purchases and Expenses from the Report Category list.
- Click Receives History By Item.
- Set a Date Range and any additional filters, then click Run Report.
This report includes the following columns:
- RECEIVE DATE: Date on which the goods were received.
- PURCHASE RECEIVE#: Reference number of the purchase receive record.
- PURCHASE ORDER#: Reference number of the purchase order associated with this receive.
- VENDOR NAME: Name of the vendor from whom goods were received.
- ITEM NAME: Name of the item received.
- QUANTITY RECEIVED: Quantity of the item received in this transaction.
- USAGE UNIT: Unit of measurement for the item (e.g., pcs, kg, box).
Expense Details
The Expense Details report shows all individual expenses recorded during a selected period - including the expense date, category, vendor, amount, and billable status. Use it to review and audit all business expenses.
To generate this report:
- Go to Reports from the left sidebar.
- Select Purchases and Expenses from the Report Category list.
- Click Expense Details.
- Set a Date Range and any additional filters, then click Run Report.
This report includes the following columns:
- STATUS: Current status of the expense (e.g., Unbilled, Billed).
- DATE: Date on which the expense was recorded.
- TRANSACTION TYPE: Type of expense transaction (e.g., Expense, Expense Reimbursement).
- TRANSACTION#: Unique reference number of the expense transaction.
- VENDOR NAME: Name of the vendor associated with the expense.
- CATEGORY: Expense category (e.g., Travel, Office Supplies).
- CUSTOMER NAME: Customer linked to the expense, if the expense is billable.
- AMOUNT: Expense amount, excluding taxes.
- AMOUNT WITH TAX: Expense amount including applicable taxes.
Expenses by Category
The Expenses by Category report aggregates total expenses by category for a selected period. Use it to see where your business is spending most and identify areas for cost optimisation.
To generate this report:
- Go to Reports from the left sidebar.
- Select Purchases and Expenses from the Report Category list.
- Click Expenses by Category.
- Set a Date Range and any additional filters, then click Run Report.
This report includes the following columns:
- CATEGORY NAME: Name of the expense category (e.g., Travel, Marketing, Utilities).
- AMOUNT: Total expenses under this category, excluding tax.
- AMOUNT WITH TAX: Total expenses under this category including applicable taxes.
Expenses by Customer
The Expenses by Customer report shows expenses grouped by customer, including both billable and non-billable amounts. Use it to track project-related spending per customer and verify that all billable expenses have been invoiced.
To generate this report:
- Go to Reports from the left sidebar.
- Select Purchases and Expenses from the Report Category list.
- Click Expenses by Customer.
- Set a Date Range and any additional filters, then click Run Report.
This report includes the following columns:
- CUSTOMER NAME: Name of the customer to whom expenses are linked.
- EXPENSE COUNT: Total number of expense records linked to this customer during the period.
- EXPENSE AMOUNT: Total expense amount linked to this customer, excluding tax.
- EXPENSE AMOUNT WITH TAX: Total expense amount including taxes, linked to this customer.
Billable Expense Details
The Billable Expense Details report shows all expenses that have been marked as billable to a customer - including whether they have been invoiced. Use it to ensure no billable expense is missed when creating customer invoices.
To generate this report:
- Go to Reports from the left sidebar.
- Select Purchases and Expenses from the Report Category list.
- Click Billable Expense Details.
- Set a Date Range and any additional filters, then click Run Report.
This report includes the following columns:
- DATE: Date of the expense.
- TRANSACTION#: Reference number of the expense transaction.
- VENDOR NAME: Name of the vendor for the expense.
- ITEM NAME: Name of the expense item or service.
- ITEM AMOUNT (BCY): Actual cost of the expense in your base currency.
- MARKUP (%): Markup percentage applied when billing the expense to the customer.
- INVOICE ITEM AMOUNT (BCY): Amount to be invoiced to the customer (Item Amount + Markup).
- MARKED UP AMOUNT: Additional amount added due to the markup.
- GROSS PROFIT: Difference between the invoiced amount and the actual expense cost.
For vendor balance, bill, and purchase order reports, see Payables Reports.