Purchase Order Aging Report

Purchase Order Aging Report

What is the Purchase Order Aging Report?

The Purchase Order Aging Report is used to track open and approved purchase orders that have not yet been converted to purchase invoices, clarifying:

• Total value of open purchase orders

• Number of non-invoiced purchase orders

• Number of purchase orders converted to invoices

• Comparison of purchase orders across different time periods

This report is operational and administrative, not accounting-related, and aims to organize purchasing processes and follow-up with suppliers.

What is a Purchase Order?

A purchase order is a formal approval for purchase issued before goods arrive or services are received, used to organize the relationship with the supplier and specify:

• Agreed quantities

• Prices

• Terms

• Expected delivery date

A purchase order does not create an accounting entry and does not affect accounts until it is converted to a purchase invoice.

What Appears in the Report?

The report displays only purchase orders that meet the following conditions:

• Purchase order status: Approved

• The following statuses do not appear:

  • Draft

  • Pending Approval

  • Cancelled

  • Fully converted to a purchase invoice

Any purchase order converted to a purchase invoice is considered invoiced and excluded from the list of open orders.

Logic of “Non-Invoiced”

• The report displays purchase orders that have not been converted to purchase invoices.

• There is no concept of “partially invoiced” in the report:

  • Once a purchase order is converted to an invoice → its status becomes Invoiced → it exits the report.

Amount Shown in the Report

The amount shown in the report represents:

• Total value of the purchase order

• Including tax

• After discounts (if any exist within the purchase order)

• Calculated in the organization’s base currency only

Even if the purchase order is in a foreign currency,
it will be displayed in the report after being converted to the base currency.

Data Displayed in the Report

The report displays the following data for each supplier:

• Supplier name

• Supplier reference number

• Report date

• Total amounts of open purchase orders

• Number of non-invoiced purchase orders
  (shown in parentheses next to the amount)

Example:

180,000 SAR (3 purchase orders)

Means:

• Total value of open purchase orders = 180,000

• Number of non-invoiced purchase orders = 3

Comparison Between Periods

You can compare open purchase orders with previous periods using the time period comparison option.

How Does the Comparison Work?

• Comparison is time-based only

• Comparison includes:

  • Total amounts of purchase orders

  • And number of purchase orders

• Cannot filter by:

  • Specific supplier

  • Project

  • Category

Available Comparison Options:

• Compare with:

  • Previous year

  • Previous month

  • Previous quarter

  • Previous week

• Set number of comparison periods:

  • From one period

  • Up to 13 periods

Date Used in the Report

The report is based on the purchase order issue date, not the creation date.

Illustrative example:

• A purchase order was created on 3/10

• The issue date within the order was set to 3/12

• When extracting the report on 3/10:

  • The purchase order will not appear

• When extracting the report on 3/12:

  • The purchase order will appear

What Does the Report Not Display?

The report does not display:

• Details of items within the purchase order

• Purchase invoice numbers

• Cancelled purchase orders

• Invoiced purchase orders

• Filtering by specific supplier

• Original currency of the purchase order

Export

You can export the report to:

• Excel

• PDF

After export:

• The file is sent to the email of the user who performed the export.

Required Permissions

For a user to access the report, the following permission must be enabled:

Settings → Users → Manage Roles → Reports
and enable Purchase Order Aging permission

If there is no permission for a specific location:

• The supplier and purchase orders will appear in the report

• But the user will not be able to open the purchase order details for that location

When to Use the Purchase Order Aging Report?

Use this report when you want to:

• Track open purchase orders

• Know overdue orders

• Compare purchasing activity between periods

• Organize supplier follow-up and delivery requests

And do not use it when:

• You need accounting analysis

• You want purchase invoice details

• You need to know the impact of financial entries

Frequently Asked Questions (Brief)

Why is the purchase order not showing?
Because it is not approved, or it has been invoiced, or the issue date is outside the period.

Does it include tax?
Yes, the amount includes tax and discounts.

Can I filter by supplier?
No, the report does not support filtering by supplier, only total display.

Is the report accounting-related?
No, it is an operational report for purchase tracking only.