Purchasing Transaction report

The Purchasing Transaction report shows all your purchasing transactions that occurred within a time period you specify. More specifically, this report informs you of the characteristics of each transaction, including the date, supplier, return to and pay to names, delivery date, and the total amount of the transaction.

You can filter the list by any combination of supplier, item, transaction type, and time period. In addition, you can drill down into the information pages for transaction and the supplier.

This report is useful to anyone who needs to see a quick overview of the transactions for the period with relevant information such as supplier, pay to, return to, due date, and amount of transaction.

To access this report, go to Purchasing > All > Reports and select Purchasing transaction.

Subscription Purchasing
User type
  • Business
  • Employee
  • Project Manager
  • Warehouse
Permissions Purchasing transaction: Run

View a monthly report

  1. On the report settings page, select View.

    The report displays all results for the default reporting period.

  2. To refine the report, select Customize, and follow the steps in Customize and run below.

Customize and run

If you want to see every result for a particular category, don't make selections from any of the data entry boxes. You can run this report without entering any search information. If you do that, however, the report might take a long time to run and might return too many results to be useful.

Before running the report, you can select the time period and types of items to include as well as specify how you want the report to appear.

  1. Select the reporting period from the dropdown menu, or enter the start and end dates you want the report to cover.  If you do not specify a reporting period, the system generates a report for the current month to date.
    • You can specify either the reporting period or the start and end dates, but not both.
  2. Set the filters to get the specific data you want.
    • Filters enable you to include or exclude specific types of data in the report, such as customer, item, UPC, value, or account. As a general rule, to get fewer and more precise results in your report, set more filters.
  3. Format the report.
    • Format options will vary from report to report. Generally, you can set the layout of the report and arrange how to group and display the data contained in the report.
  4. Enter a title, subtitle, and footer text for your report.
  5. To view, process, memorize, or export the report or add it to the dashboard, select one of the following:
To... ...select

View the report now, in your browser.

View

Display the report now, in printable PDF format.

Print

Generate the report and store it for later access. Reports can be either stored in My Stored Reports or delivered to a cloud storage location, such as Dropbox. Learn more about processing and storing reports.

Process & store

Add the report to your dashboard

Add to dashboard

Memorize (that is, save) the report so that later you can refer back to it or modify and re-run it.

Memorize

Export the report to a separate file that you can then distribute or save to your local drive. File formats to which you can export the report data vary among reports.

Export

Return to the main report page and refine the report further.

Customize

You can use trial-and-error to get the precise results you want. Just fill in the desired fields, and select View to see the report. If the results aren't what you want, select Customize to return to the report setup page and refine the report further. Repeat this process until you're satisfied.

For complex financial reports that will be run regularly, save the report after you're done setting it up. The next time you're ready to run the report, you only have to change the As of date before running the report.

Time period

You can use one of the numerous pre-defined reporting periods available from the Reporting period and As of date fields, or create your own reporting period using the Start date and End date fields.

In the Time period section, do one of the following:

  • Use the Reporting period dropdown list to select the reporting period. Either enter a date in the As of date field or use the calendar tool to select a date.
  • Enter a specific Start date, End date, or both. Alternatively, use the calendar tool to select the desired dates.

If you complete all the time period fields (that is, if you fill in the Reporting period, As of date, Start date, and End date fields), Sage Intacct generates your report based on the start and end dates. It ignores the As of date.

The following table describes the fields in the Time period section.

Field Description

Reporting period

These periods are relative to the As of date.

All periods begin on the first day of the period, such as the first day of the month, quarter, or year that you select.

As of date

The date that Intacct will use as a baseline for the reporting period you select. Defaults to today's date.

Start date

Leave the Start date blank to include all information from the earliest date of your Intacct data up to and including the end date.

End date

Leave the End date blank to include all information from the start date up to today.

Prompt on run

Select this checkbox to force Intacct to wait for you (or anyone using this report) to enter a location, department, and/or time period before it will run the report.

Report filters

Use the filters to focus the results of your report. In effect, filters enable you to isolate and assemble just the data you want. You can set any combination of filters.

  1. Set the report to show results for a specific supplier or range of suppliers. To see only the results from a specific supplier, select a supplier from the From supplier dropdown menu. To specify a range of suppliers, also select a supplier from the To supplier dropdown menu.
  2. You can track items either by Item ID or by UPC code. To track items by Item ID:
    • For the Report on option, select Item ID, and then use either the From item and To item dropdown lists or the Operator and Value fields to specify the items to include in your report.
      • The Operator and Value fields help you filter on specific items. For example, if you want a report on an item with the ID 879HGT453, but you remember only part of the ID, such as the HGT characters, you can select Contains from the Operator dropdown, and then enter HGT in the Value field, and select View. The system finds and displays all items where the Item ID contains the character string "HGT". If you select Includes or Excludes from the dropdown, the Value field can contain a list of values separated by commas.
  3. To track items by UPC code:
    • Select UPC as the Report on option, and then use either the From UPC and To UPC dropdown lists or the Operator and Value fields to specify the items to include in your report.
  4. To limit the report results to a specific transaction type, select the transaction type from the Transaction type dropdown.
  5. For multi-currency companies, to limit the report results to a specific transaction currency, select the currency from the Transaction currency dropdown.
  6. For multi-entity, shared companies, you can also filter by location and department.

In a multi-entity environment, you can filter by location, department, or both.

  1. To filter the report by geographic location, either enter the name of the region, country, state or territory, or city in the Location dropdown list. Or, select the location from the list.

    Enter or select a location if you want to run this report at the top level. The system uses the location that you specify to determine the appropriate currency.

  2. To filter the report by department within the company, enter the name of the department in the Department dropdown list. Or, select the department from the list.

  3. If you want the report to cover certain locations regardless of what's selected in the Location dropdown list, use the Show for dropdown list to select the locations for the report:

    • All locations: To include data for all locations regardless of the entity that you're currently using.
    • This location: To include data only for the entity that you're currently using.
    • Child locations: To include data only for the locations that are child locations of your current entity. For example, if your current entity is California, and you have child locations for San Francisco and Los Angeles, use this option to have the report include data only for Los Angeles and California.

Titles and footer

Titles, subtitles, and footers apply only to the print versions of this report. Export to Excel or CSV, or select Print for a PDF version.

  1. Enter the title in the Report title 1 field.
    • This title displays in large type at the top of the page, directly under your company name.
    • You can type over any default name that Sage Intacct might have populated in this field.  
  2. Enter the subtitle in the Report title 2 field.
    • The subtitle displays in smaller type, directly beneath the main title.
  3. Enter the footer text in the Footer text field. Footer text displays at the bottom center of the report.

You can use up to 80 characters, including spaces, in each title, subtitle, and footer.