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Supplier PO Reports

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This module is designed to generate comprehensive Supplier PO Reports using advanced filters and interactive charts. It enables users to analyze Supplier Performance, track Inward Spending, and manage Pending Orders with accuracy based on selected criteria.

1. Generate Supplier PO Reports​

Step-by-Step User Guide​

1.1 Access the Supplier PO Report Section​

  1. Open the main menu
  2. Navigate to Purchase
  3. Click Reports
  4. Select Info Graphics – Supplier PO Dashboard

1.2 Understanding the Search Fields​

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All fields marked with (*) are mandatory.

FieldDescription
Date RangeSelect the reporting period (Last 30 Days, This Year, Custom)
SupplierChoose specific suppliers or leave blank for ALL
CurrencySelect the currency for financial values (Defaults to INR)
UnitDefine the magnitude unit for large numbers (e.g., Lakhs)
LimitRestrict the number of top suppliers shown in tables (e.g., Top 10)
Report TypeSelect the required report using the dropdown/tabs

1.3 Field Validations​

  • All mandatory fields must be selected
  • Date Range automatically defaults to the report's preferred timeframe (e.g. 30 days or 5 years)
  • Currency defaults to INR dynamically based on active configurations
  • If no matching data exists, the system displays No Data Available

1.4 Generate the Report​

  1. Select required filters
  2. Choose a report from the navigation ribbon
  3. Charts and summary cards update automatically
  4. Hover on charts to view specific data points
  5. Click Clear to reset filters

1.5 No Data Found Message​

If no data matches the selected filters:

No Data Available

Recommended actions:

  • Verify the selected date range
  • Check if the selected supplier has active purchase orders
  • Ensure that orders are not purely in 'NEW', 'CANCEL', or 'REJECTED' statuses.

2. Common Rules Used Across All Reports​

These rules apply to all Supplier PO Reports.

2.1 Excluded PO Statuses​

To ensure accuracy, inactive or invalid orders are ignored. Purchase Orders with the following statuses are excluded from all calculations:

  • NEW
  • REJECTED
  • CANCEL

2.2 Valid Quantities​

Only valid line items are processed:

  • Any PO Line Item must have a quantity > 0 to be included in the dataset.
  • Inward items are tracked strictly against valid PO Line Items.

2.3 Financial Conversions​

  • Financial metrics (like PO Value and Spend Volume) automatically multiply the line item Cost by the Quantity.
  • Values are then divided by the selected Unit (e.g., Lakhs) to keep charts readable.

3. Report Formulas​

Below are the active formulas used in the dashboard.

Purpose: Average duration to fulfill orders.

  • Formula: Total Delay Days ÷ Total Number of Received Items
  • Note: Delay days are measured as the difference between the expected PO Delivery Date and the actual GRN Date.

4. How to Interpret the Results​

ObservationMeaning
High On-Time PercentageSupplier is reliable and consistently meets deadlines
High Defect RateQuality control issues with the supplier's materials
High Overdue QuantitySupplier is struggling to fulfill backlogs, risking production delays
Surging Spend VolumeIncreased procurement activity or rising material costs

5. Final Notes​

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If values differ between reports, always verify:

  • Whether the specific report is filtering by poDate (Order Date) or inwardDate (Receipt Date).
  • Whether a specific supplier was selected or if the view is aggregated across ALL suppliers.

All reports are:

  • Real-time and integrated directly with Purchase Orders & Inward records
  • Status-aware (ignores cancelled/rejected orders)
  • Financially normalized (currency and units)

For further assistance, please contact the DMeX Support Team.