Find Received, But Not Invoiced Purchase Orders

Release: 16.11

Module(s): Analytics

Feature ID: ALUSTA-15079

Audience: Basware Analytics user

The following instructions allow you to create a report that shows the number of purchase orders and the value of those purchase orders which have been received but have not been invoiced. The definition of "not yet invoiced" is that the particular purchase order line has not been matched yet by the system. This means that the purchase order value is available for matching. If the purchase order value is matched, then it will no longer show as available for matching.

  1. Click the Basware Analytics icon in Basware Purchase-to-Pay.
    The icon is available if you have access to Basware Analytics.
  2. From the left drop-down menu, select Procurement and from the right drop-down menu, select Custom.
  3. Click the Edit icon on the lower right hand side of the page.
  4. Click the Create new sheet icon located at the bottom left corner of the page. As a result, Sheet 2 is created when the report is created for the first time. To rename the sheet, click the secondary mouse button and select the option from the list.
  5. Select the data source marked as PurchaseOrderLine_PUR which has all the PO line fields and selected PO header fields as well.

  6. On the Dimensions pane, expand the Order folder. To load data to the sheet, follow the steps below:

    1. Drag the Creation time (Order) field to the Filters pane.

    2. From the filter menu on the right, filter the data using short time range (that is, running month) so the application does not load all the data in the data source.

    3. Drag the Order number (Order) to the Rows pane to bring all the purchase orders into the sheet.

  7. On the Dimensions pane, expand the Order line folder and drag the Line number (Order line) to the Rows pane.

  8. On the Measures pane, expand the Order line folder and double-click the following measures:
    • Current quantity (Order line)
    • Received quantity (Order line)
    • Current net total, company (Order line)
  9. On the Measures pane, expand the Matching folder and double-click on the following measures:
    • Matched, net total, company (Order line)
    • Available for matching, gross total, company (Order line)
  10. On the Dimensions pane, expand the Matching older and drag the Matching outcome (Order line) and Goods receipt usage (Order line) fields to the Filters pane. Then expand the Order folder and drag the Order status (Order) field on to the Filters pane as well.
  11. Make sure the filters on Figure 1 below (Green Box) are ticked.

    Figure 1: List of POs with PO lines already received but with values available for matching 
    In Figure 1, you can see the PO lines that match the criteria of un-invoiced purchase orders which have been received (Goods receipt, not invoiced). The following criteria are in use:
  • GR required and GR invoicing in use: Goods receipts are required and in use for matching the PO line to an invoice. If this is not the case, then there is no way to determine the relationship between purchase orders and invoices.
  • Matching status: "Not matched"
  • Order status (Order): "Partially received" or "Received"
  • Available for matching, net total, company (Order line): Shows the value which is still pending for matching. This simply means that the corresponding invoice for the PO line was not found in matching.
    With the combination of the above filters and design of the report, you can identify purchase orders which have been received and have not been invoiced yet. The value can also be set to Gross total, company if you wish to view it from that perspective.

12. Once you have completed the report, rename the Sheet 2 (that is, GRNI report) then click Save As option on the top left corner of the page. There are two options for saving:

Public folder: For sharing it with everybody
Private folder: Only you can see the report. The private folder looks like an alphanumeric long string (that is, PS_12345ABCDEFG).