Reporting Purchase Orders Data
Purchase Orders prints a variety of reports to help you manage your requisitions, purchase orders, invoices, receipts, returns, credit notes, and debit notes. Printed reports also serve as a source of backup information in case the data is damaged.
This section contains an overview of the Purchase Orders reports. For printing instructions and information about report contents, see Purchase Orders reports. For information about how to change, export, and e-mail reports, see Crystal reports.
Printing reports
There are five ways you can print reports in Purchase Orders:
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Print directly from the program to the printer, to obtain permanent copies of the information.
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Print the information on your screen, for quick review.
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Print to a file for printing later, importing into another program, or transferring to a diskette.
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Print to an e-mail message that you will send to someone else.
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Schedule the report for printing later on a network.
You can print all Purchase Orders reports on 8½-inch x 11-inch paper or A4 paper.
Setup reports
Using the Setup Reports folder, you can print reports of the records you created when setting up or updating your Purchase Orders system, including:
Account Sets (stand-alone program)
Vendor details (stand-alone program)
Any time you add, delete, or change any of these records, you should print and file the corresponding reports, to keep your printed records up to date.
Analytical reports
Purchase Orders provides reports you can use to analyze purchases. There are also reports about the Purchase Orders transactions you post (receipts, invoices, returns, debit notes, and credit notes), and the journal entries created for the general ledger from these transactions.
Use the icons in the Analytical Reports folder to print the following Purchase Orders transaction and analysis reports:
Item Transaction History (stand-alone program)
General ledger transactions. If you use the option to create general ledger transactions using the Create G/L Batch form, rather than creating them during posting or Day End Processing, you can print the G/L Transactions report in Purchase Orders.
Printing and E-mailing Forms
Purchase Orders provides standard forms and e-mail messages for producing copies of the following transactions to send to vendors or use internally:
Purchase Orders — print or e-mail
Returns — print or e-mail
If you want to email purchase orders and returns to vendors, you use the Email Messages form in the P/O Setup folder to create the email messages that you want to send to vendors.---
For each vendor that you want to email, you must set the Delivery Method to Email or to Contact's Email on the Processing tab of the vendor record in Accounts Payable.---
You use the same icons in the Forms folder to print forms or send e-mail messages to vendors.
For information about adapting the sample forms to match your requirements or creating your own, choose the System Manager online documentation "Customizing Printed Forms with Crystal Reports" (from the Help menu). The file opens in Acrobat Reader.