Procurement Reports

PayInvoice Next tracks every step of the procurement cycle — from Purchase Request through to final payment — and turns that data into actionable reports. Procurement reports help purchasing managers monitor order status, identify bottlenecks, and ensure suppliers are paid on time.

PO Status Report

The PO Status Report shows all Purchase Orders grouped by their current state: Open (partially or fully undelivered), Closed (fully received and invoiced), and Cancelled. Use this report to spot orders that have been open longer than expected or to confirm that a batch of POs has been fully completed.

For each Purchase Order, the report displays the supplier name, order date, total amount, received percentage, and invoiced percentage, so you can see at a glance how far along each order is.

GRN Pending Report

The GRN Pending Report lists all Purchase Orders that are awaiting a Goods Receipt Note. This is a critical report for warehouse and receiving teams — it answers the question what should we be expecting from suppliers? Each row shows the PO number, supplier, expected delivery date, ordered quantity, and quantity still outstanding.

TIP

Review this report weekly to identify overdue deliveries early. If a PO remains on this report past its expected delivery date, follow up with the supplier or escalate through Supplier Health Standing.

Purchase Invoice Aging

The Purchase Invoice Aging report groups unpaid invoices by how long they have been outstanding — typically in 0–30, 31–60, 61–90, and 90+ day buckets. Finance teams use this report to manage cash flow, prioritize payments, and flag overdue invoices before they attract penalties.

Each aging bucket shows the total outstanding amount, and you can expand any bucket to see the individual invoices within it. For MSME suppliers, the report highlights invoices approaching their statutory payment deadline — see MSME Payment Tracking for details on regulatory deadlines.

Procurement Cycle Time Report

The Procurement Cycle Time Report measures the average number of days between key milestones: Purchase Request to Purchase Order, Purchase Order to Goods Receipt Note, and Goods Receipt Note to Purchase Invoice. Use it to identify where your procurement process is fast and where it slows down.

This report is particularly valuable during process improvement reviews — if the average PO-to-GRN cycle time is increasing, it may indicate supplier delivery issues or internal receiving delays.

Filtering Your Procurement Reports

All procurement reports share a consistent set of filters:

Filter	What It Does
Date Range	Limits results to transactions created or updated within a specific period.
Supplier	Shows only transactions for a specific supplier.
Department	Narrows results to a single department's procurement activity.
Purchase Order Status	Filters by Open, Closed, or Cancelled (PO Status Report only).
Item Group	Limits results to a specific category of items.

TIP

For a full picture of a single supplier's performance, combine the Supplier filter here with the Supplier Scorecard to see both transaction data and performance scores together.

Exporting Reports

Every procurement report can be exported as Excel for further analysis or as PDF for distribution. Click the Export button in the top-right corner of any report after applying your filters.

Related Guides

• Procurement Overview — The complete Purchase Request → PO → GRN → Invoice workflow
• Purchase Order Guide — Creating and managing Purchase Orders
• GRN Guide — Recording Goods Receipt Notes
• Purchase Invoice Guide — Processing and approving invoices