How to Create Purchase Order Reports

Build a purchase order report from the Orders tab in FieldPulse to group orders by status or vendor and check each order total against its payment status.

Who uses this: Admins have full reporting access, and Team Managers can be given it. Service Agents and Limited Agents do not have reporting access. Availability: All regions.

A purchase order report is built from the Orders tab in raw data reporting, and it pulls the purchase orders you send to your vendors — order number, status, payment status, vendor, total, and the dates each order was created, ordered, expected, and received — into one table.

Overview

A purchase order report answers one question about your purchasing — which purchase orders match the conditions you care about. Use it to sort purchase orders by status, group them by vendor, and line up the key dates on each order from created through received.

Building a purchase order report follows the same path as every other raw data report — set a date range, choose the columns, set filters, then read the table. Purchase order reporting is part of FieldPulse’s dashboards and reporting. Purchase order reports are built on the Orders tab, while the reports covering the stock itself are built under Invoices — see How to Create Inventory Reports. For the parts of the reporting flow that are the same on every record type — saving a report, adding it to your dashboard, and exporting to CSV — see How to Use Raw Data Reporting.

Video walkthrough

Video walkthrough: Creating a report in raw data reporting

Before you begin

• Create the purchase orders you want to report on. See How to Manage Purchase Orders.

• Check that your role has reporting access. An Admin has full reporting access; a Team Manager needs Full Reporting access turned on.

Set the date range

1. Select Reporting under the Management tab in the left-side menu.

2. Select the Orders tab, then select Raw Data.

3. Select the calendar icon and choose the start date range you want to report on.

4. Select Load Data.

The calendar offers these presets:

Preset	Date range
Today	12:00 AM to the current time
Yesterday	The previous day, 12:00 AM to 11:59 PM
This Week	Monday through Sunday of the current week
Last Week	The previous week
Last 7 Days	The previous seven days, including today
This Month	The first of the current month to the current day
Last Month	The entire month before the current month
Last 30 Days	The previous 30 days, including today
Custom	Start and end dates you select on the calendar

Choose your columns

Select Columns to choose which purchase order fields appear in the report table and the order they appear in.

The purchase order report includes these columns by default:

Column	What it holds
ID	Purchase order number
Title	Purchase order title
Order Number	Supplier order number
Status	Purchase order status
Payment Status	Payment status
Address	Delivery or pickup address
Vendor	Supplier
Tax Rate	Tax rate
Delivery Method	Delivery or pickup
Delivery Instructions	Delivery instructions
Comment	Comment on the purchase order
Customer	Related customer
Related Project — Name	Related project
Related Project — Status	Status of the related project
Parent Job — Name	Related job
Parent Job — Status	Status of the related job
Parent Invoice	Related invoice
Created At	Date and time the purchase order was created
Assigned	Assigned team member
Order At	Date and time the purchase order was ordered
Expected Delivery At	Date and time the purchase order is expected to be delivered
Received At	Date and time the purchase order was delivered
Total	Total dollar amount of the purchase order
Tags	Tags on the purchase order
Custom Fields	User-created fields related to the purchase order

Customer detail columns

The Customer entry expands into the customer record’s own fields:

Column	What it holds
Custom Fields	User-created fields related to the customer record
Customer Phone	Customer’s primary phone number
Customer Email	Customer’s primary email address
Customer Phone 2	Customer’s secondary phone number
Customer Email 2	Customer’s secondary email address
Customer Assigned To	User assigned to the customer record
Customer Lead Source	Lead source on the customer record
Customer Pipeline Status	Customer’s custom sales pipeline status
Customer Next Steps	Next steps listed on the custom sales pipeline
Customer Notes	Notes on the customer record
Customer Job Notes	Job notes on the customer record, automatically inserted onto job records
Customer Created Date	Date and time the customer was added to FieldPulse
Customer Tags	Tags attached to the customer record

Set your filters

Before running the report, set filters to narrow the results. Select the Filters icon, then choose how you want to filter the report.

Most purchase order fields filter by contents, where you choose an operator and enter a value. ID, Title, Order Number, Customer, Parent Job, Parent Invoice, Assigned, and Total filter that way, along with the customer detail fields Customer Assigned To, Customer Next Steps, Customer Notes, Customer Job Notes, Customer Created Date, and Customer Tags. These fields filter differently:

Field	How you filter
Order Date	Filter by date
Status	Select the status
Payment Status	Select the status
Address	Select the address
Vendor	Select the supplier
Tax Rate	Select the tax rate
Delivery Method	Select delivery or pickup
Delivery Instructions	Select the delivery instructions
Comment	Select the comment
Related Project	Select the project
Created At	Filter by date
Order At	Filter by date
Expected Delivery Date	Filter by date
Expected Delivery At	Filter by date
Date Received	Filter by date
Received At	Filter by date
Customer Phone	Select the phone number
Customer Email	Select the email address
Customer Phone 2	Select the phone number
Customer Email 2	Select the email address
Customer Pipeline Status	Select the status
Tags	Select the tag
Custom Fields	Select the custom field

Filter operators

When you filter by contents, choose an operator and then enter the values to filter the data on.

Operator	Retrieves data	Example	Data retrieved
Equals	Equal to a specified value	Created By - Equals Tom Gause	For all records created by Tom Gause only
Not Equal	Different from a specified value	Tag - Not Equal to HVAC	For all records except those using the HVAC tag
Less Than	Lower than a specified value	#ID - Less than 1144	For all records below #1144
Less Than or Equal To	Lower than or equal to a specified value	Job Date/Time - Less than or equal to 12/13/2023	For jobs scheduled before or on 12/13/2023
Greater Than	Greater than a specified value	Job Duration - Greater than 60 minutes	For jobs in the In Progress status type for over 60 minutes
Greater Than or Equal To	Greater than or equal to a specified value	Job Date/Time - Greater than or equal to 1/1/2024	For jobs scheduled on or after 1/1/2024
In Range	Including and between two specified values	#ID - Between 1225 and 1236	For all estimate records with #IDs between 1225 and 1236
Starts With	Begins with a specified value	Title - Annual	For all job records beginning with Annual
Ends With	Ends with a specified value	Location - TX	For all job locations ending with TX
Blank	No values are in the field	Subtitle	For all job records with blank subtitles
Not Blank	Values in the field	Notes	For all job records with values in the notes field

Common purchase order reports

Three purchase order reports cover most of what teams ask of this data. Customize the columns to whatever you need, then add the columns each report calls for. To group a report, drag that column into the bar above the report table — see How to Use Raw Data Reporting for the full grouping flow.

Report	What it shows	Columns to include	Group by
Purchase orders by order status	Your purchase orders sorted by status	Status	Status
Purchase orders by vendor	Your purchase orders sorted by vendor	Vendor	Status
Purchase order key dates	All key dates associated with your purchase orders	Created At, Order At, Expected Delivery At, and Received At	—

Video walkthrough: Building the common purchase order reports

Tips

• Include Created At, Order At, Expected Delivery At, and Received At together to read one order’s timeline across a single row, from the day it was created to the day it arrived.

• Include Payment Status next to Total to see the amount of each purchase order alongside where its payment stands.

FAQs

Can I save a purchase order report to use again?

Yes. Select Save as Report, then Save as New to store it under Select Report, or Save as Widget to add it to your Pulse Dashboard. See How to Use Raw Data Reporting for the full saving flow.

Can I export a purchase order report to a spreadsheet?

Yes. Select Export CSV to download the report currently on your screen as a CSV file to your device.

Related articles

• How to Use Raw Data Reporting

• How to Manage Purchase Orders

• Setting Up Item List & Inventory

• How to Create Inventory Reports

Your purchase order report is working when the table returns the purchase orders you expected for the date range, shows the status, vendor, and date columns you selected, and narrows to the orders you care about once your filters are applied.