Purchase Analysis by Supplier

This report lists what you bought from each supplier, company by company and product by product, with the bill, the batch, its dates, the net price and the amount. Where you have agreed an actual price with the supplier, it shows the difference. Purchase returns are taken off under the product they belong to. The menu and the screen call it Purchase Analysis; it is a different report from the Purchase Analysis of Analytical Reports, which gives one line for each product.

Open the report

Press Alt+7 for Special Reports, then K. The report opens for the financial year from its first day to today, with the cursor on From.

Each supplier is a bold line with its total units and amount; its lines are under it.

Choose a supplier to read one supplier’s lines. Here the supplier is Pennar Fertiliser Depot, with 32 lines.

The supplier’s line shows the number of its lines in brackets, 32. Under each product, the bills come first and the returns after them, in grey. The first Dap bill has an actual price of 1,300.00 against a net price of 1,312.50.

What it lists

One line for each item of the supplier’s bills posted in the period, both days included, and the lines that take stock off the supplier’s account:

• purchase bills, by the date they are posted, which is the date the goods were received;
• purchase returns, and sales made to the supplier, as return lines, taken off at the price before discount;
• goods on a delivery challan not yet billed: the units received from the supplier not yet on a bill, as bill lines, and the goods sent to the supplier not yet on a bill, as return lines. They count on the challan’s date at the challan’s price when it was recorded with GST. When no such price was recorded, the units are listed and the amount is left out, and the status line says how many such lines there are.

The suppliers are accounts of the type Supplier and Customer - Supplier. A purchase with no supplier account, such as a cash purchase, is not in this report. Only items that have a company are read, and a return is listed only under a product that was bought from the supplier in the period.

Columns

The totals line counts the lines and adds up the Units, Amount and Diff.Amt columns. N.Price and Ac.Price are not added up. The status line gives the number of lines and of parties (the suppliers), the number of returns, and the totals of Units, Amount and Difference.

On a narrow window the right-hand columns are off to the right; scroll the grid sideways to see them.

Choices

Supplier, Company and Group open a list of what has lines in the period: type to find a name, press Enter to tick it, and click Done. Choosing a Company clears the Group choice. There is no Payment or GST choice: every supplier bill is counted. Click a column title to sort by it within each supplier, and again to reverse; a first click on a figure column puts the largest first, and on Units, Amount or Diff.Amt it also orders the suppliers by their totals. Every choice is kept in the page address, so Copy link gives a link that opens the same report.

The choices of the report as it opens.

Find narrows the lines; the totals line and the status line follow.

How the figures are worked out

• Order: the suppliers in name order. Within each supplier, by company, product group and product; for each product the bills come before the returns, then by the date posted and the bill number. The date posted is the day the goods were received, which can differ from the Inv.Date shown.
• N.Price of a bill line = its unit cost: the line’s amount with GST, after the line’s discounts and with the share of any charge the bill records as part of the cost, divided by its units and rounded to two decimals. Dap 18-46-0 50 Kg on PFD/26/1047 has a net price of 1,312.50.
• Amount of a bill line = Units × N.Price, to the paisa: 200 × 1,312.50 = 2,62,500.00.
• A return line: Units and Amount are below zero. Its Amount is the units × the price saved on the return, before discount, and for a purchase return N.Price is that price. The return PR/1 of 5 units at 1,290.00 is −6,450.00. For a sale made to the supplier, N.Price is the sale line’s unit cost, so Units × N.Price can differ from the Amount.
• Diff.Amt = Amount − Ac.Price × Units, when the line has an actual price. The first Dap bill is 2,62,500.00 − 200 × 1,300.00 = 2,500.00, and the second 2,57,250.00 − 200 × 1,274.00 = 2,450.00. The returns have no difference.
• Totals are the sums of the lines on the screen, so Find, Supplier, Company and Group change them.

Here Pennar Fertiliser Depot’s 32 lines come to 3,315 units and 33,44,651.20, with a difference of 4,950.00. The amounts include GST. Purchase Analysis counts a bill from a supplier with a GSTIN before GST and does not take returns off, so its figures for the same supplier differ from these.

Open, mark, print and export

• Enter on a line opens the bill; a delivery challan line not yet billed has no bill to open. Alt+← returns to the list, with the cursor on that line.
• F2 marks a line and F8 marks every line on the screen. When any are marked, F10 prints only those, and the print says Marked lines only.
• F10 prints the report under the title PARTY WISE COMPANY VS PRODUCT ANALYSIS STATEMENT. Each supplier is a heading, then each company, then each product with its lines and returns. The print closes each product with a Product Total, each company with its total value, and each supplier with its total value. The Excel file also has the Company, Type, Batch No, Mfg.Date and Exp.Date columns, which the print leaves out.
• F12 saves it as an Excel workbook.
• Alt+Enter gives the whole window to the list.