The Purchase Order History Report provides a centralized view of all purchase orders created within a selected time period. This tool helps streamline inventory tracking, vendor coordination, and cost management by allowing users to filter, view, and export historical PO data with ease.
🎯 Purpose & Use Cases
This report is designed to help you:
Track the status and value of each purchase order.
Review vendor performance and purchasing trends.
Support reconciliation of orders with invoices.
Maintain accountability by reviewing the user who placed each PO.
🛠️ Key Features
Filter by Time Period, Vendor, and Status
Sortable and filterable columns (e.g., Date, Grand Total, User)
Inline display of taxes, additional costs, and PO notes
Totals summary row for financial overview
Downloadable as CSV or PDF for external use
✅ How to Use the Report
1. Set the Time Period
Use the Time Period dropdown to define the date range.
Example options: This Month, Last Month, This Year.
2. Optional Filters
Vendor: Filter by a specific supplier to narrow results.
Status: Choose one or more of the following:
Closed – PO has been fully received and finalized.
Partially Received – Some items received, others pending.
Pending – PO created but not submitted.
Ordered – Sent to vendor but not yet fulfilled.
Voided – Canceled and not expected to be received.
Ready to Order – Draft stage; not submitted yet.
🔎 These filters help isolate actionable or historical POs based on fulfillment stage.
3. Generate the Report
Click
View Reportto populate the results.The report will display a line for each purchase order meeting the selected criteria.
📊 Understanding the Table
Column | Description |
Date | The date the PO was created |
Order Number | Unique identifier for the PO |
Vendor | Supplier name (e.g., Zoetis, Covetrus, MWI) |
Status | Current order status (e.g., Closed, Pending) |
Grand Total | Total value of the PO |
Tax | Tax amount calculated on the order |
Additional Costs | Extra charges, such as shipping or fees |
PO Notes | Manual notes for invoice tracking or context |
User | Person who created the PO |
At the bottom of the table, you'll find totals for key numeric fields like Grand Total, Tax, and Additional Costs.
📤 Viewing & Download Options
You can interact with the report in three ways:
View Report (button): Generate an interactive visual within Shepherd.
Download (button): Get a copy of the full current report as a PDF or CSV.
Table Specific CSV Download: A quick download of the current table in CSV format for spreadsheet use.
🔄 Reset Filters
Click Clear to remove all selected filters and start fresh.
🧠 Tips for Best Use
Use Status = Pending to follow up on unfulfilled POs.
Filter by Vendor to analyze supplier-specific spending patterns.
Export monthly reports to support invoice reconciliation and inventory audits.
Review PO Notes for invoice numbers and shipment details that help with accounting traceability.