Report Type - Orders Created After Invoice

  • Updated

The Orders Created After Invoice report is an essential compliance and audit tool. It identifies instances where a Purchase Order (PO) was generated after the supplier's invoice was already dated. This is commonly referred to as "Retrofit" or "After-the-fact" purchasing.

 

Purpose of the Report

Standard procurement policy usually requires a PO to be issued to a supplier before goods are shipped or services are rendered. This report helps management:

  • Identify Maverick Spend: Spot users who are bypassing the standard procurement process.
  • Audit Compliance: Ensure that financial controls are being followed.
  • Identify Training Opportunities: Find departments that may need more education on the correct "Procure-to-Pay" workflow.
  • Sample report: Orders Created After Invoice Example

 

How to Use This Data for Auditing

When reviewing this report, pay close attention to the Calculation of Days Since Invoice Date.

  • Small Variance (1–2 days): This may be a simple administrative delay or a timing issue with when the invoice was received versus when the PO was finalized.
  • Large Variance (10+ days): This strongly suggests that a purchase was made, and the item or service was likely already received before any internal approval or PO was generated.

 

Best Practices

  • Filter by Date Range: Run this report monthly to catch policy violations early.
  • Cross-Reference Retrofit Flag: Compare the "Retrofit Order" flag against the actual dates. If a user claims it isn't a retrofit, but the Invoice Date is older than the Created Date. It highlights a reporting inaccuracy.
  • Target High Values: Prioritize auditing the largest "Invoice Subtotal" amounts to mitigate the highest financial risks.

Note: Consistent "After-the-fact" purchasing can lead to budget overages and issues with financial reporting. Use this report to encourage a "PO-First" culture within your community.

 

Report Columns and Definitions

Column Name Description
Order Number The unique Purchase Order identifier generated in Unimarket.
Created Date The date and time the Purchase Order was officially issued.
Retrofit Order A flag (Yes/No) indicating if the order was marked as a "Retrofit" during creation.
Invoice Number The identifier for the supplier's invoice associated with the order.
Invoice Date The date printed on the physical invoice provided by the supplier.
Calculation of Days Since Invoice Date The variance (in days) between the Invoice Date and the Order Created Date. A higher number often indicates a significant breach of procurement policy.
Invoice Subtotal The financial value of the invoice (excluding tax/shipping, depending on configuration).
Buyer Name The name of the user who initiated the Purchase Order.
Supplier The name of the vendor who issued the invoice and received the order.