Reports - Financial - Purchase Order Details

Overview

This report includes details for Purchase Orders (POs). The data included in this report consists of all PO/PO lines that meet the criteria plus any actuals associated with those PO/PO lines.

Actuals can include the following:

• all timesheets, both regular and adjusted, regardless of status

• all expense reports, regardless of status

• posted VIs

Roles

This report is available to users having any of the following roles:  Administrator, Purchaser, Purchase Order Viewer, PO Owner, or Receiver/Approver (and alternates). PO Owners will only see details for their POs (i.e., those for which they are the PO Owner). Likewise, Receiver/Approvers (and alternates) will only see details for their POs (i.e., those for which they are the Receiver/Approver). Administrators, Purchasers, and Purchase Order Viewers can see all POs that match their criteria.

Note: Purchase Order Viewers have access to POs for the legal entity to which the user has access via Financial Org Access, and POs for the vendor to which the user has access via Vendor Org Access. See People Organization Access for more information.

Note: Purchasers have access to POs for the legal entity to which the user has access via Financial Org Access.

License

This report is available with the Project Financials family of Unanet licenses.

Topics covered on this help page include:

• Selection Criteria (options available to tailor report output)

• Example Report Output

• CSV Output

Selection Criteria

Field Descriptions (click on a link below for additional information)

Example Report Output

Note: The grand totals include hours only, not quantities. Subtotals for PO item lines will include quantities if the UOM value is specified on the PO item line.

If a PO or PO line is closed, then "(C)" will display after the PO number or PO line number on the report. The CSV download will have a column indicating whether PO/PO line is closed or not.

Funding Cap Adjustments

Summary level PO funding cap adjustments show up as the last detail of a PO group with "PO" displaying in the PO Line column. If there are multiple summary level funding cap adjustments for a PO, then there will also be a subtotal for those rows. The Percent Expended and Remaining columns do not consider the funding cap adjustments.

Field Description Notes

Account/Account Description: comes from the following, depending on source:

• account from PO detail line
• expense account posted via the cost post for timesheet or expense report lines
• account from VI detail line
• account that VI funding cap adjustment goes into

Organization Code/Organization Name: comes from the following, depending on source:

• organization from PO detail line
• organization from expense account posted via the cost post for timesheet or expense report lines
• organization from VI detail line
• organization that VI funding cap adjustment goes into

Reference: reference from the PO or VI line

Doc Type:

• "PO" for purchase order
• "VI" for vendor invoice
• "TS" for timesheet
• "ER" for expense report

Applied Doc #:

• document number for VI
• report number for expense report
• "-" for timesheet

Trans Date:

• for timesheets with status of INUSE, this is the work date from the timesheet lines
• for expense reports with status of INUSE, this is the expense date from the expense report
• for posted timesheets and expense reports, this is the posted date
• for vendor invoices, this is the posted date

PO Hours/Qty: PO/PO line hours or quantity for labor and item lines only

PO Cost: cost for PO summary or PO detail line

Applied Hours/Qty:

• NA for PO/PO Lines
• Applied hours from timesheet - these will not be included if Include vendor invoice transactions only is checked, and the hours have not been matched to a posted VI
• Quantity/UOM from VI item lines

Applied Cost:

• NA for PO/PO Lines
• Line item amount from VI and expense report lines
• Hours * effective cost rate rounded for timesheets

Applied Cap Adj: amount from VI funding cap adjustment

Remaining Hours/Qty:

• Displayed in total or summary lines only
• PO Hours/Qty - Applied Hours/Qty

Remaining Cost:

• Displayed in total or summary lines only
• PO Cost - Applied Cost

Percent Expended Hours/Qty: Applied Hours/Qty / PO Hours/Qty (amount displayed is rounded to whole number)

Percent Expended Cost: Applied Cost / PO Cost (amount displayed is rounded to whole number)

CSV Output

On this report you will notice the CSV () icon, which can be used to produce the report output in the CSV format. Grand totals, subtotals, amount remaining, and percent expended are not included in the CSV file.