The Order Report is a versatile dataset that provides a detailed view of all purchase orders issued within your community. It is the primary tool for spend analysis, supplier performance tracking, and departmental budget monitoring.
Purpose of the Report
This report is used by Procurement Officers, Finance Managers, and Departmental Buyers to:
- Analyze Spend: Categorize institutional spending by department, supplier, or product category.
- Monitor Compliance: Identify "Retrofit" (after-the-fact) orders and verify payment methods.
- Budget Tracking: Review the distribution of costs across various account codes and organizational units.
- Order Lifecycle Management: Check the status of receiving and invoicing for all non-cancelled orders.
- Sample report: Unimarket Order Report Example
Best Practices for Analysis
- Identify Retrofit Trends: Filter by the Is Retrofit column, to find departments that frequently bypass the standard "PO-First" procurement process.
- Year-End Accruals: Use the Receiving State in conjunction with the Total column. To identify orders that have been received but not yet invoiced.
- Supplier Consolidation: Sort by Supplier and Category Name, to identify opportunities to consolidate spending with preferred vendors.
- Audit Split Distributions: Review the Distribution Amount and Account Code columns. To ensure that multi-departmental purchases are being allocated correctly.
Note: Because this report excludes cancelled orders, the totals you calculate here should align with your active financial encumbrances and actual expenditures.
Report Scope and Logic
- Inclusions: All orders created within the specified date range.
- Exclusions: This report automatically excludes cancelled orders to ensure that your financial analysis only reflects active or completed commitments.
- Granularity: Data is provided at the line-item level, meaning a single order with five items will appear as five separate rows.
Report Columns and Definitions
Order Header & Identity
| Column Name | Description |
| Order Number | The unique identifier for the Purchase Order. |
| Change of Order Number | The version number if the order was amended. |
| Requisition Number | The ID of the initial request that preceded the order. |
| Created / Order Date | When the order was first saved vs. when it was issued. |
| Order Type | The category of order (e.g., Standard, Blanket). |
| Is Retrofit | Flag indicating if the order was created after the fact. |
| Blanket Order | Indicates if the order is part of a standing agreement. |
Organizational Detail
| Column Name | Description |
| Organization / Org Unit | The specific institutional group responsible for the spend. |
| Org Unit Code | The internal identifier for the department. |
| Buyer Name / User | The individual who placed the order. |
| On Behalf Of | The person for whom the purchase was made. |
Supplier & Product Information
| Column Name | Description |
| Supplier / Vendor ID | Vendor name and their unique ID in your ERP system. |
| Product Type / Code | Identifies if the item is a catalog product or service. |
| Product Name | The description of the item purchased. |
| Category Code / Name | UNSPSC or internal spend category classification. |
| Unit of Measure (UOM) | How the item is quantified (e.g., Each, Box, Hour). |
Financials & Accounting
| Column Name | Description |
| Quantity / Unit Price | The specific volume and price per unit. |
| Subtotal / Tax / Total | The complete financial breakdown of the line item. |
| Distribution % / Amt | Details on how costs are split across different accounts. |
| AcctPart | Specific account string segments (if configured). |
Status & Integration
| Column Name | Description |
| Receiving State | The current status of the receipt (e.g., Open, Fully Received). |
| Has Downloaded Invoice | Indicates if a matched invoice has been extracted to the ERP. |
| Payment Method | How the supplier will be paid (e.g., Invoice, Credit Card). |