Purchase reports

Where

Reports → Purchase Reports

Plan

All plans

Permission

Reporting → Purchase Report

Only Instant Purchase Reports is available on the Essential plan. Everything else needs Growth or above, and five of them need Professional or Enterprise.

Ordered, received, billed — pick the right one

This is the thing to understand before choosing a report. SaleSprint keeps three separate pictures of your buying and never mixes them.

Picture	Means	Reports that use it
Ordered	you raised a purchase order	Purchase Order Summary and Detail, Outstanding Purchase Orders, Top Purchasing Suppliers, both lifecycle reports
Received	the goods arrived	Good Receipt Detail, Purchase Detail, Top Purchased Products, and the default view of the by-product, by-category and trend reports
Billed	there is a bill you owe	Purchase Summary, by Supplier, by Location, Aging Summary, Vendor Invoice Summary, Vendor Payment, Combined Spending

Only bills count as money owed. A purchase order is a commitment, and goods received are stock — neither appears in what you owe until a bill exists.

Three reports — by product, by category and trend — let you switch with a Receipt / Order chip. They open on Receipt.

What each report gives you

Report	One row is	Plan
Instant Purchase Reports	one over-the-counter purchase	Essential
Purchase Summary Reports	nothing — 15 tiles, runs by itself	Growth
Purchase Detail Reports	one product received	Growth
Purchase by Supplier Reports	one supplier	Growth
Purchase by Product Reports	one product	Growth
Purchase by Category Reports	one category	Growth
Purchase Order Summary Reports	one purchase order	Growth
Purchase Order Detail Reports	one order line	Growth
Purchase Payment Summary Reports	one payment method	Growth
Outstanding Purchase Orders Reports	one unfinished order	Growth
nav.purchaseGroupSummaryLocationReports	one branch	Growth
Purchase Trend Reports	one day	Growth
Top Purchasing Suppliers Reports	one supplier, top 10	Growth
nav.topPurchasedProductsReports	one product	Growth
Good Receipt Detail Reports	one received line	Growth
Purchase Aging Summary Reports	nothing — 6 tiles	Professional
Purchase Order Lifecycle Reports	nothing — 11 tiles	Professional
Purchase Payment Detail Reports	one payment out	Professional
PO to GR Variance Reports	one product, ordered against received	Professional
Supplier Aged Payables Reports	opens the Payables Aging report	Professional
Vendor Invoice Summary Reports	one supplier bill	Professional
Vendor Payment Reports	one payment to a supplier	Professional
Purchase Summary by Branch Reports	the same report as Purchase Group Summary	Enterprise
Combined Spending Summary Reports	one source of spending	Enterprise
Enterprise Purchase Lifecycle Reports	one order, start to finish	Enterprise

Two entries open the same report

Purchase Summary by Branch (Enterprise) and the branch summary listed above it (Growth) are the same screen under two names. On Enterprise you will see it twice.

Supplier Aged Payables is not a purchase report at all — it opens the Payables Aging report from Financial reports, with different filters and different columns from everything else in this menu.

How to see what you owe suppliers

1. Go to Reports → Purchase Reports → Purchase Aging Summary Reports.
2. Leave the dates empty — see the warning below.
3. Click Run report.
4. Read the four tiles: 0–30, 31–60, 61–90 and 90+.

Setting a date range hides your oldest debts

The date filter on Purchase Aging Summary applies to the date of the bill, not to how overdue it is. Choose “This month” and every bill raised before this month disappears — which is precisely the debt you were looking for. The 61–90 and 90+ tiles go to zero.

This report opens with no dates for good reason. Leave it that way.

Outstanding purchase orders means unfinished, not unpaid

Despite the Balance column

An order appears here when its status is anything other than Completed or Cancelled. It is a list of orders you are still waiting on.

A fully received and fully paid order that nobody marked Completed will be on this list. An order that is finished but unpaid will not.

The money column beside it is the order’s value less what has been paid, which is why it reads like a debt list. It is not one.

Three different columns called Balance

Where you see it	What it actually is
Balance (document) on a bill or instant purchase	the document total less what has been paid — a real debt
Balance (AP) on the supplier and branch summaries	what you have been billed less what you have paid — a real debt
Balance (document) on Purchase Order Summary	the order value less payments made against its bills — not a debt in any sense, and it will not agree with anything

Traps worth knowing

Cancelled documents are in the lists but not in the totals. The five list reports — Purchase Order Summary, Purchase Order Detail, Instant Purchase, Good Receipt Detail and Vendor Invoice Summary — include cancelled documents, and on four of them you can even filter for them. Every summary and aggregate report excludes them. That is why a list’s footer will not match Purchase Summary.

“Top” means two different things. Top Purchased Products ranks by quantity; Top Selling Products on the sales side ranks by money.

Top Purchasing Suppliers only counts purchase orders. A shop that buys entirely over the counter will find this report empty, even with heavy spending — use Purchase by Supplier instead, which counts everything.

Good Receipt Detail offers the wrong status list. Its Status dropdown is the one from sales and includes Refunded, which no receipt can ever be. Choosing it always returns nothing.

Combined Spending must not be summed. Its third row, Combined, already contains the other two. The report deliberately shows no total for that reason — but if you export it and sum the column in a spreadsheet, you will double your spending.

Every purchase report opens with no date range, so the first run covers all time unless you set one.

Missing labels

Eight purchase reports have no English title, so the page heading reads the internal name: Vendor Payment, Vendor Invoice Summary, Purchase Aging Summary, Top Purchased Products, Purchase Detail, Combined Spending, Purchase Order Lifecycle and Enterprise Purchase Lifecycle.

Purchase Order Lifecycle is tiles only, and all eleven tile labels are missing too — the whole page is raw internal names.

On Purchase Payment Detail and Combined Spending, the first column shows instant_purchase, vendor_payment, enterprise or combined instead of proper wording.

Related

• Sale reports
• Purchase orders
• Receiving goods