Tiers: All tiers
Report Category: Operations
Location: Reports page > Operations Reports > Procurement
Permission Required: Can view procurement report
Overview
The Procurement report shows what your company has ordered from Heritage and what it's costing you. It pulls every order item into one place so an office admin can answer "what have we bought, and how much are we spending" without digging through individual orders.
You'll find the report at the bottom of the Operations report list on the Reports page. Viewing it requires the Can view procurement report permission, so if you don't see it, ask an admin to grant you access.
Report Totals
The Procurement report displays the following totals:
Order cost - the combined cost of open and invoiced orders. This is open order cost plus invoiced order cost.
Open order cost - the cost of items on orders with a status of submitted, shipped, or acknowledged - work you've committed to that hasn't been invoiced yet.
Invoiced order cost - the cost of items on orders with a status of invoiced or completed - spend that's already been billed.
Cancelled / On Hold orders - the number of orders that are cancelled or on hold.
When to Use This Report
Use this report when you need to:
Check overall procurement spend for a date range, like a billing period or month.
See how much you owe versus how much you've already been billed, by comparing open order cost to invoiced order cost.
Find every item ordered for a specific customer, to confirm what's been purchased on their behalf.
Spot orders that are stuck as cancelled or on hold, so you can follow up before they fall through the cracks.
Look up the status, cost, or items tied to a specific order number.
Tips and Tricks
Filters
For the most reliable date filtering, use the Last, Current, or Between date filter types. The On, Before, and After options may not work as expected.
Set the order date filter to a billing period before you review totals - it's the only filter that changes what the totals show.
Filter by order status to narrow the table without worrying about skewing the totals above it. The totals use their own fixed status groupings, so they stay accurate no matter how you filter the table.
Filter by customer when you need a clean list of everything ordered for one job or account.
Sorting - the report sorts by order date and then order number, newest first, so the most recent activity is always at the top.
Blank customer fields - a blank customer on a line item means that item isn't linked to a customer yet in Heritage orders - not a data error.
Filter Options
Filter Option | Description |
Date | Narrows the report to orders placed within the selected date range. Also drives the totals at the top of the report. |
Order | Narrows the report to a specific order number. |
Order status | Narrows the table to items on orders in the selected status or statuses. Does not affect the totals. |
Customer | Narrows the table to items linked to a specific customer. |
Report Columns
Each row in the report is a single item in an order, not a whole order - an order with five items appears as five rows.
Column | Description |
Order date | The date the order was placed. |
Order # | The order number - this only applies to items from Open or Past Orders. |
Order status | The order's current status (for example, submitted, shipped, acknowledged, invoiced, completed, cancelled, or on hold). Only statuses that actually appear in your data are shown, so you can use this column to see item counts by status at a glance. |
Item | The product ordered. |
Qty | The quantity of the item ordered. |
UOM | The unit of measure for the item (for example, each, case, or gallon). |
Cost | The item's unit price multiplied by quantity. |
Customer | The customer linked to this specific item in Heritage orders - not necessarily the customer linked to the order as a whole. Items with no linked customer show blank. |