> ## Documentation Index
> Fetch the complete documentation index at: https://help.fieldpulse.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 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](https://www.fieldpulse.com/features/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](/reporting/raw-data/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](/reporting/raw-data/using-raw-data-reporting).

## Video walkthrough

<Frame caption="Video walkthrough: Creating a report in raw data reporting">
  <iframe src="https://www.loom.com/embed/437e2f91c48142ee959051d74cc1a458?hide_owner=true&hide_share=true" width="100%" height="420" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" allowfullscreen />
</Frame>

## Before you begin

* Create the purchase orders you want to report on. See [How to Manage Purchase Orders](/inventory-materials/purchase-orders/managing).

* 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**.

<img src="https://mintcdn.com/fieldpulse/psdMNh7id29SyYp0/static/images/_api/9500143-purchase-order-reports/01.png?fit=max&auto=format&n=psdMNh7id29SyYp0&q=85&s=8e7d21c26b84400cbea85c12896a3be1" alt="The Start Date Range field in raw data reporting with the date picker open, showing preset ranges from Today through Last 30 Days beside two month calendars" width="1642" height="794" data-path="static/images/_api/9500143-purchase-order-reports/01.png" />

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.

<img src="https://mintcdn.com/fieldpulse/psdMNh7id29SyYp0/static/images/_api/9500143-purchase-order-reports/02.png?fit=max&auto=format&n=psdMNh7id29SyYp0&q=85&s=c9292a45ff205237ac8c9a07a8aff487" alt="The Columns panel open in raw data reporting on the Orders tab, with the Columns button highlighted in the toolbar and a checkbox for each report field" width="1200" height="717" data-path="static/images/_api/9500143-purchase-order-reports/02.png" />

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.

<img src="https://mintcdn.com/fieldpulse/psdMNh7id29SyYp0/static/images/_api/9500143-purchase-order-reports/03.png?fit=max&auto=format&n=psdMNh7id29SyYp0&q=85&s=a16348d4efe834e858651f8aa6a9f10f" alt="The Filters panel open in raw data reporting on the Orders tab, with the Filters button highlighted in the toolbar and an expandable list of report fields" width="1200" height="723" data-path="static/images/_api/9500143-purchase-order-reports/03.png" />

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](/reporting/raw-data/using-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** | —            |

<Frame caption="Video walkthrough: Building the common purchase order reports">
  <iframe src="https://www.loom.com/embed/158b46c4523e41de9337f01e02fe941b?hide_owner=true&hide_share=true" width="100%" height="420" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share" allowfullscreen />
</Frame>

## 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](/reporting/raw-data/using-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](/reporting/raw-data/using-raw-data-reporting)

* [How to Manage Purchase Orders](/inventory-materials/purchase-orders/managing)

* [Setting Up Item List & Inventory](/inventory-materials/item-list/adding-items)

* [How to Create Inventory Reports](/reporting/raw-data/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.


## Related topics

- [How to Manage Purchase Orders](/inventory-materials/purchase-orders/managing.md)
- [How to Use Raw Data Reporting](/reporting/raw-data/using-raw-data-reporting.md)
- [Raw Data Reporting](/reporting/raw-data/index.md)
- [How to Create Project Reports](/reporting/raw-data/project-reports.md)
