Pur.Analysis ( Disc. )

The Pur.Analysis ( Disc. ) report shows what one supplier’s purchases really cost you. Each bill line carries its share of the bill’s discount and charges, and its own GST, so you see the net amount for each product and the net rate per unit, not only the price on the bill. Use it to compare suppliers on the real cost of a product, or to check a supplier’s discounts against the bills.

Open the report

Press Alt+6 for Analytical Reports, then N. The report shows one supplier at a time. It opens on the first supplier in name order who has purchases or returns in the period, unless you choose another.

Detailed lists every bill line of the supplier, sorted by product, then by date. Disc. is the line’s share of its bill’s discount, and Gst.Tax is the GST of the line itself.

What it lists

• Purchase bills of the supplier in the period, cash or credit: one line for each product on the bill. Charge lines are not listed as products. A bill counts on the day it was received (the Recd. date on the bill).
• Purchase returns of the supplier, when Show is set to Returns. A return counts on its own date.

Each supplier listed is one that has purchases or returns in the period. Purchases of other suppliers, goods received but not yet billed, and GST credit and debit notes are not in this report.

Columns

Summary shows one line for each product, without the date, bill or batch.

The columns past the right edge of the window, such as Net Amt, are reached with → (← goes back); Date, Inv.No and Product Name stay in place.

Scrolled right, the Net Amt and Net.Rate of each line are beside its batch and expiry. The LessChg total, 0.66, comes from lines below the ones shown.

Choices

Summary adds up each product over the period. Its Price is the Gross over the units and its Net.Rate the Net Amt over the units. Units and Lts/Kgs, to the left, are out of sight.

Show Returns lists the supplier’s purchase returns. Here one return of three packs of Chlorpyrifos 20 Ec 1 Ltr.

How the figures are worked out

Purchases. A bill’s lines are read together, so each line can take its share of the whole bill. For each bill line:

• Gross = Units × Price, to the paisa. A line entered as an amount takes the gross amount entered.
• Weight of the line = its taxable value, after the discount entered on the line, when the bill carries the supplier’s GSTIN; its amount with GST when it does not.
• Disc. = the line’s weight × a percentage ÷ 100, to the paisa. The percentage is the discounts entered on all the bill’s product lines added up, divided by the weights of all its product lines, times 100, rounded to two decimals. A line’s Disc. is therefore its share of the bill’s discount, not the discount typed on that line, and the shares of a bill add up to its discount within a few paise.
• Oth.Chg = the same share, worked out the same way, of the bill’s Add charges, and LessChg of its Less charges.
• Gst.Tax = the CGST + SGST + IGST of the line itself, on its own taxable value. It is not shared, so it can be lower than the GST on Gross: 2,540.16 for GAC/1208 against 2,592.00 for GAC/1103, which has no discount.
• Net Amt = Gross − Disc. + Gst.Tax + Oth.Chg − LessChg. For GAC/1068: 14,400.00 − 143.99 + 2,566.08 = 16,822.09. For GAC/1208: 14,400.00 − 166.52 + 2,540.16 = 16,773.64.
• Net.Rate = Net Amt ÷ Units, to the paisa. For GAC/1068: 16,822.09 ÷ 40 = 420.55.

In Summary, each product adds up its lines. A product with different Lts/Kgs units on different lines has a line for each unit. Its Price is its Gross ÷ Units and its Net.Rate its Net Amt ÷ Units, both to the paisa.

Purchase returns. Each return line shows its own units, price, gross, discount and GST, not a share of anything. Net Amt is the value the return was saved at: the taxable value when the return carries a GSTIN, so the GST in Gst.Tax is not added again, and the amount with GST when it does not. Net.Rate is the line’s value with GST, after its discount, divided by its units, to the paisa. For PR/1: three packs at 420.00 make a Net Amt of 1,260.00, and (1,260.00 + 226.80) ÷ 3 = 495.60 is the Net.Rate. In Summary, a return’s Net.Rate is its Net Amt ÷ Units.

Charges that are not shared. Add + GST charges on a purchase bill and every charge on a return are not in the lines. The status line says how many there are, counting the bills of all suppliers in the period.

Totals. The total line adds up Units, Lts/Kgs, Gross, Disc., Gst.Tax, the charges and Net Amt of the lines shown. Price and Net.Rate have no total. The status line gives the number of lines, the Disc. and the Net.

Open, mark, print and export

• Enter on a line in Detailed opens its bill. In Summary, Enter opens the Stock Ledger of the product.
• F2 marks a line and F8 marks them all. F10 then prints only the marked lines.
• F10 prints the report under the heading PURCHASE ANALYSIS - DETAILED or PURCHASE ANALYSIS - SUMMARY, or PURCHASE RETURNS - DETAILED or PURCHASE RETURNS - SUMMARY for returns, with the supplier, the period and the lines. Detailed prints each product’s name as a heading and a total line under its bills. Batch No and Expiry are left out of the print and are in the Excel file.
• F12 saves it as an Excel workbook.
• Alt+Enter gives the whole window to the list.