Purchase History

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This report lists purchase orders over a specified period, including when each order was opened, issued, and/or closed.

Note: The "From" and "To" dates apply to the date that the purchase order was opened. For example, even if you are only asking for information about "Issued Purchase Orders" the date range applies to when the purchase orders were opened, not when they were issued.

The first step to printing a purchase history report is to select Inventory —> Reports —> Purchase History from the menu. MainBoss displays a window that contains the following:

Date: Specifies the period that you want covered by the report.
P/O Number: Lets you restrict the report to a given range of purchase order numbers.
Vendor: Lets you restrict the report to purchases from a given set of vendors.
Item: Lets you restrict the report to a given range of inventory items.
Inv. Cat.: Lets you restrict the report to a given range of inventory categories.
Cost Center: Lets you restrict the report to a given range of cost centers. For more about cost centers, see Cost Centers.
Status: The options in this area specify what types of purchase orders should be included in the report. For a description of the different types of purchase orders, see Purchase Orders. Possible options are:
Completed Purchase Orders Issued Purchase Orders Closed Purchase Orders Voided Purchase Orders Prototype Purchase Orders
Grouping: The options in this area control how the report is organized.
- Vendor: If you select this option the report is divided into sections, with a separate section for each vendor. Each section shows information about purchase orders associated with that vendor.
- Item: If you select this option the report is divided into sections, with a separate section for each item. Each section shows information about purchase orders that included that item.
- Inventory Category: If you select this option the report is divided into sections with a separate section for each inventory category. Each section shows information about purchase orders that included items in that category.
- Cost Center: If you select this option the report is divided into sections, with a separate section for each cost center. Each section shows information about purchase orders related to that cost center.
- No Grouping: If you select this option, the report is not divided into sections. Information is sorted by purchase order number.
Summary: If this option is selected, the report only includes summary information. The result depends on what you selected under "Grouping":
- Vendor: Each vendor section has a single line for each purchase order, giving dates that the purchase order was opened, issued, and/or closed. For each vendor, there is also a line giving the total cash amount ordered and the total cash amount of goods received to date.
- Item: Each item section has a single line for each purchase order, giving dates that the purchase order was opened, issued, and/or closed. For each item, there is also a line giving the total cash amount of that item ordered and the total cash amount of goods received to date.
- Inventory Category: Each inventory category section has a single line for each purchase order, giving dates that the purchase order was opened, issued, and/or closed. For each category, there is also a line giving the total cash amount of items ordered in that category and the total cash amount of goods received to date.
- Cost Center: Each cost center section has a single line for each purchase order, giving dates that the purchase order was opened, issued, and/or closed. For each cost center, there is also a line giving the total cash amount ordered in connection with that cost center and the total cash amount of goods received to date.
- No Grouping: There is a single line for each purchase order, giving dates that the purchase order was opened, issued, and/or closed. There is also a grand total line giving the total cash amount ordered on the purchase orders, and the total cash amount of goods received to date.
Detail: If this option is selected, the report provides more detailed breakdowns of purchases. The result depends on what you selected under "Grouping":
- Vendor: Each vendor section contains subsections for each purchase order associated with that vendor. Within each purchase order subsection, the report shows all the items on the purchase order and cash totals for the purchase order. There is also a grand total line for each vendor.
- Item: Each item section contains subsections for each purchase order that includes the item. Within each purchase order subsection, the report shows all the items on the purchase order and cash totals for the purchase order. There is also a grand total line for each item.
- Inventory Category: Each inventory category section contains subsections for each purchase order that includes an item in the category. Within each purchase order subsection, the report shows all the items on the purchase order and cash totals for the purchase order. There is also a grand total line for each category.
- Cost Center: Each cost center section contains subsections for each purchase order associated with the cost center. Within each purchase order subsection, the report shows all the items on the purchase order and cash totals for the purchase order. There is also a grand total line for each cost center.
- No Grouping: For each purchase order, the report lists all the items on the order. There is a total line for each purchase order, plus grand totals at the end.
Preview: Displays the report on the screen. This gives you a chance to see what will be printed out when you click Print.
Print: Prints the report on the current printer. (The name of the current printer is shown above the row of buttons.)
Print Setup: Lets you change printers if your computer is connected to more than one printer. It also lets you change the page setup for the printer, including paper size, margin size, and so on.
Export: Writes report information to a file, in a format that can be used by other programs. There are two possible formats:
- Text format writes the information as plain text.
- DBF format writes the information as a DBF database. This can be opened by programs like Microsoft Excel and Access. For more information, see Exporting Data.
Close: Closes the print window.

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