Purchase Order Reports

Purchase Order Reports

Within the Archive, users can export their Purchase Order data to a CSV report in a number of different ways.

To access these reports, first head over to Archive & Reporting.
Within the Doc Type field, click the dropdown and select Purchase Orders.



You will see a number of fields that you can use to filter your search by as much or little as you need. For example, if you want to find all Purchase Orders that contain a specific GL Code, you can use the dropdown field to select up to 20 currently active GL Codes in your account. Search within a certain PO Date range, for a Supplier or an exact Product Code.

Once you have selected the desired criteria, click the Search button to be sent to the Search Results tab.



If you want to export this data from Lightyear to a CSV you can either click Export Report to download the header information displayed in Panel 1.



Export Line Item Data

If you need Line Item detail of the Purchase Orders in Lightyear, this option will give you everything you need and more!

While in the Search tab, change the Report Type to Line Item Level, and fill in the Search Parameters as detailed above.



While in the Search Results tab, click the Export Report button and you will receive a CSV report. Depending on the amount of POs and line items in Lightyear, this may take up to a minute, but rest assured the download is in progress.

The columns exported to the CSV are as follows:
  1. Lightyear Departments - if you have multiple departments selected on a PO, these will all be displayed
  2. Supplier Name
  3. Created Date
  4. Created By
  5. PO Date
  6. Delivery Date
  7. PO Number
  8. PO Reference
  9. Currency
  10. PO Line Number
  11. Product Code
  12. Description
  13. Quantity
  14. Unit Price Excluding Tax
  15. Unit Price Including Tax
  16. Line Tax Amount
  17. Line Amount Excluding Tax
  18. Line Amount Including Tax
  19. Line Miscellaneous Reference
  20. Line GL Code
  21. Line Category 1
  22. Line Category 2
  23. Goods Received Status - this will be displayed as Received, Partial or None
  24. Goods Received Quantity 
  25. Line Matching Status - this will be displayed as Matched, Partial, Disregarded. If the PO isn't yet in the Ordered tab, this will be blank
  26. Where? - the location of the PO, Draft, Approval, Approved, Ordered or Completed
  27. PO Doc Open/Closed - the status of the PO, this will be displayed as either Open or Closed. If the PO isn't yet in the Ordered tab, this will be blank

Export Document Level Data

If you don't need Line Item detail, and require mainly Header information, you can click the Export to File button which will give you a CSV including the following information:
  1. Lightyear Departments - if you have multiple departments selected on a PO, these will all be displayed
  2. Supplier Name
  3. Created Date
  4. Created By
  5. PO Date
  6. Delivery Date
  7. PO Number
  8. PO Reference
  9. PO Contact Name
  10. Currency
  11. Goods Total
  12. Tax Total
  13. Total
  14. Approved By
  15. Order By
  16. Completed By
  17. Task Approver
  18. Manager Task Approver
  19. Dollar Value Approver (1st)
  20. Dollar Value Approver (2nd)
  21. PO Email Sent
  22. Where? - the location of the PO, Draft, Approval, Approved, Ordered or Completed
  23. PO Doc Open/Closed - the status of the PO, this will be displayed as either Open or Closed. If the PO isn't yet in the Ordered tab, this will be blank
Examples of these Reports have been attached below.



      

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