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

# Purchase Orders Report

> Review delivered products, quantities, and purchase totals by delivery location and date range

# Purchase Orders Report

The Purchase Orders Report shows products delivered to a selected delivery location within a selected date range.

Use it to review purchased items, quantities, units, article numbers, total prices, and the grand total for the selected period.

<CardGroup cols={3}>
  <Card title="Review purchases" icon="file-spreadsheet">
    See delivered products, quantities, article numbers, units, and total prices.
  </Card>

  <Card title="Filter by location" icon="location-dot">
    Focus the report on one delivery location at a time.
  </Card>

  <Card title="Export reports" icon="download">
    Download CSV or PDF files directly, or create a background export.
  </Card>
</CardGroup>

## What the report shows

The report shows order items linked to one delivery location.

Each row represents an article delivered within the selected time range.

The report can help answer questions such as:

* What products were delivered to this location?
* How much of each article was delivered?
* What was the total value of purchases in the selected period?
* Which article numbers were used?
* Which units were ordered or received?
* Which delivery dates are included?
* What should be exported for review or accounting?

## Access the report

To open the report:

<Steps>
  <Step title="Open Reports">
    Go to the reports area in Mathership.
  </Step>

  <Step title="Open Purchase Orders">
    Select **Purchase Orders**.
  </Step>

  <Step title="Select a delivery location">
    Choose the delivery location you want to review.
  </Step>

  <Step title="Choose the time range">
    Select the date range for the report.
  </Step>
</Steps>

<Note>
  A delivery location is required before the report can load.
</Note>

## Required filters

The Purchase Orders Report needs three values:

| Filter            | Required | Description                                           |
| ----------------- | -------- | ----------------------------------------------------- |
| Delivery location | Yes      | The location whose delivered products should be shown |
| Date from         | Yes      | Start of the reporting period                         |
| Date to           | Yes      | End of the reporting period                           |

If no delivery location is selected, the page shows a message asking you to pick a delivery location.

## Default time range

When the report is opened without dates, Mathership uses the last 30 days by default.

You can change the time range at any time from the filter sidebar.

## Filter sidebar

The filter sidebar contains:

| Filter            | Description                                    |
| ----------------- | ---------------------------------------------- |
| Delivery location | Select one delivery location from your company |
| Time range        | Select the report date range                   |

Active filters show a badge.

Use **Clear all** to reset the selected filters.

## Delivery location filter

Use the delivery location picker to select the location you want to analyze.

You can search inside the picker if you have many delivery locations.

The report only shows data for the selected delivery location.

<Note>
  Delivery locations are managed in **Settings** → **Delivery locations**.
</Note>

## Time range filter

Use the calendar picker to select the report period.

The selected date range controls which deliveries are included in the report.

## Which delivery date is used

Mathership uses the best available delivery date for each order.

The date is chosen in this order:

1. Actual delivery date
2. Estimated delivery date
3. Order creation date

This means an order can still appear in the report even if an actual delivery date has not been entered yet.

## Which quantities are used

The report uses the received quantity when it is available.

If no received quantity exists, Mathership uses the originally ordered quantity.

| Situation                       | Quantity used in report |
| ------------------------------- | ----------------------- |
| Order item was received         | Received quantity       |
| Order item was not received yet | Ordered quantity        |

This helps the report reflect actual deliveries when receiving has been completed, while still allowing order data to appear when receiving details are not available.

## Report table

The table shows the purchase order lines for the selected delivery location and date range.

| Column        | Description                                     |
| ------------- | ----------------------------------------------- |
| Delivery date | The delivery date used for the report           |
| Article #     | Vendor article number                           |
| Article name  | Product name                                    |
| Quantity      | Ordered or received quantity used in the report |
| Unit          | Product unit or top packaging level             |
| Total price   | Quantity × item price                           |

## Grand total

The grand total is shown above the table.

It is the sum of all line totals in the selected report period.

| Value       | Meaning                                                  |
| ----------- | -------------------------------------------------------- |
| Grand total | Total purchase value for all rows included in the report |

## Product units

The unit column uses the best available product unit.

If the product has top-level packaging, that packaging name is shown.

If no packaging is available, Mathership uses the product unit where available.

If no unit is available, the report may show a placeholder.

## Excluded products

Some products can be excluded from partner or purchase reports.

Products marked as excluded are not included in the report.

This is useful for items that should not appear in external, partner, or purchase reporting.

## Sorting

The table can be sorted by delivery date.

Click the **Delivery date** column header to change the sort direction.

## Pagination

The table is paginated so it stays fast even for larger reports.

You can change:

* Current page
* Page size

The default page size is 20 rows.

## Direct downloads

Use direct downloads when you want the currently selected report immediately.

The page offers:

| Button       | Result                                      |
| ------------ | ------------------------------------------- |
| Download CSV | Downloads the selected report as a CSV file |
| Download PDF | Downloads the selected report as a PDF file |

Direct downloads require:

* Delivery location
* Date from
* Date to

<Note>
  Direct downloads include the full report for the selected delivery location and date range, not only the visible table page.
</Note>

## Background export

For larger report exports, use **Export all**.

The page supports:

| Action           | Result                                    |
| ---------------- | ----------------------------------------- |
| Export all (PDF) | Creates a background export job for a PDF |
| Export all (CSV) | Creates a background export job for a CSV |

Background exports can be checked and downloaded from **Export History** after they finish.

## CSV export

The CSV export includes:

* Delivery date
* Article number
* Article name
* Quantity
* Unit
* Total price
* Daily subtotal rows
* Grand total row

The CSV uses semicolon-separated columns.

This works well for spreadsheet programs in many European settings.

## PDF export

The PDF export contains the selected delivery location, date range, grouped report data, daily totals, and grand total.

Use PDF when you need a readable report for review, sharing, or filing.

## Daily totals and grand total

Downloads group items by delivery date.

Each day can include:

* Item rows
* Daily total
* Empty separator row in CSV exports

At the end of the report, Mathership includes the grand total for the selected period.

## Permissions

The Purchase Orders Report contains financial information.

Users need permission to view financial data for the selected company.

If you cannot open the report, select a delivery location, or export data, your account may not have the required permission.

## Common workflows

### Review purchases for one location

1. Open **Reports** → **Purchase Orders**
2. Select a delivery location
3. Select the date range
4. Review the table rows
5. Check the grand total

### Download a monthly purchase report

1. Open **Purchase Orders**
2. Select the delivery location
3. Select the first and last day of the month
4. Click **Download CSV** or **Download PDF**

### Create a background export

1. Open **Purchase Orders**
2. Select the delivery location and date range
3. Click **Export all (PDF)** or choose **Export all (CSV)** from the dropdown
4. Open **Export History**
5. Download the file when the export is completed

### Check whether a delivery was included

1. Select the delivery location
2. Choose a date range that includes the expected delivery date
3. Sort by delivery date
4. Look for the article number or article name in the table

## Best practices

<CardGroup cols={2}>
  <Card title="Select the location first" icon="location-dot">
    The report only loads after a delivery location is selected.
  </Card>

  <Card title="Use a clear date range" icon="calendar-days">
    Choose the exact period you want to review, such as a week, month, or accounting period.
  </Card>

  <Card title="Check the grand total" icon="calculator">
    Use the grand total to quickly understand total purchase value for the selected period.
  </Card>

  <Card title="Use CSV for analysis" icon="file-spreadsheet">
    Download CSV when you want to work with the data in a spreadsheet.
  </Card>

  <Card title="Use PDF for sharing" icon="file-pdf">
    Download PDF when you need a readable report for review or filing.
  </Card>

  <Card title="Review delivery locations" icon="map-location-dot">
    Keep delivery locations clean and correctly named so reports are easy to understand.
  </Card>
</CardGroup>

## Common problems

<AccordionGroup>
  <Accordion title="The report does not load">
    Check that a delivery location is selected and that both date fields are set.
  </Accordion>

  <Accordion title="I cannot select the delivery location I need">
    Check **Settings** → **Delivery locations**.

    The location may need to be created or renamed there.
  </Accordion>

  <Accordion title="The report shows no rows">
    Check that:

    * The selected delivery location is correct
    * The date range includes deliveries or orders
    * Orders are not archived
    * Products are not excluded from reporting
  </Accordion>

  <Accordion title="The quantity does not match the original order">
    If the item was received, the report uses the received quantity.

    If the item was not received yet, the report uses the ordered quantity.
  </Accordion>

  <Accordion title="A product is missing from the report">
    Check whether the product is marked as excluded from partner or purchase reports.
  </Accordion>

  <Accordion title="Download buttons are disabled">
    Select a delivery location and make sure the date range is set.
  </Accordion>

  <Accordion title="I cannot access the report">
    You may not have permission to view financial data for the company.

    Ask an administrator to review your company access.
  </Accordion>
</AccordionGroup>

## Related pages

<CardGroup cols={2}>
  <Card title="Export History" icon="download" href="/en/restaurants/reports/export-history">
    View and download completed background exports.
  </Card>

  <Card title="Delivery Locations" icon="location-dot" href="/en/restaurants/settings/delivery-locations">
    Manage the locations used for delivery-based purchase reports.
  </Card>

  <Card title="Order History" icon="clipboard-list" href="/en/restaurants/ordering/order-history">
    Review previous, draft, scheduled, and sent orders.
  </Card>

  <Card title="Receiving Orders" icon="boxes-stacked" href="/en/restaurants/inventory/receiving-orders">
    Understand how received quantities can affect the report.
  </Card>

  <Card title="Inventory Report" icon="chart-line" href="/en/restaurants/reports/inventory-report">
    Analyze ingredient stock, movements, costs, and activity.
  </Card>

  <Card title="Organization Settings" icon="building" href="/en/restaurants/settings/organization">
    Manage company access and financial-report permissions.
  </Card>
</CardGroup>