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Reports

Open in Nocthink

Module: Procurements · URL: /procurements/reports · Responsible role: Procurement Officer (with the F.A.T. Manager, both full) · Also used by: Owner/Director (full), Finance Staff / Finance Manager / Accounting Staff (read)

Procurement report: stat cards (Total spend $2,900.00, 1 purchase order "0 open · $2,900.00", 0 unpaid invoices at $0.00, 5 vendors "1 contract · $9,600.00"), a Monthly spend bar chart in USD for May–Oct with one $2,900 bar in October on a 0–3K axis, Top vendors with Atlantic Computer Supply, and Recent purchase orders with PO-2026-001, Fulfilled, Oct 5, 2026, $2,900.00

Screenshot: Sarah Hall (Finance Manager), Nocthink Demo Institute demo data. A Procurement Officer sees the same layout, but the spend and invoice figures depend on finance access (see Caveats).

Why I use this page

I use this page for the one-screen summary of where procurement money goes: how much we've ordered and paid, which vendors get the most business, and which orders are still open. I open it before the monthly management meeting and when the F.A.T. Manager asks for vendor concentration or spend trends. It is read-only. Every figure links back to the working pages where things get fixed.

What's on the screen

  • Header: the title Procurement report, a description, and two buttons: Purchase orders (opens Purchase Orders) and Procurements (the procurement overview).
  • Stat cards:
    • Total spend — the sum of completed vendor payments. Note line: "Completed payments".
    • Purchase orders — the number of orders. Note line: "<n> open · <total value of all orders>". Open means Draft, Sent or Acknowledged.
    • Unpaid invoices — the count of vendor invoices in pending or overdue, with their total amount underneath.
    • Vendors — the number of vendors in the organization. Note line: "<n> contract(s) · <total contract value>".
    • Total spend and Unpaid invoices appear only for users with finance authority; others see the two remaining cards.
  • Monthly spend — a bar chart titled "Purchase-order value in <base currency>, last 6 months". Each bar is the total value of orders created that month (current month plus the five before it). The y-axis scales with the figures (e.g. "750", "1.5K", "3K").
  • Top vendors — "By purchase-order value". Up to six vendors with Vendor (linked to the vendor page), Orders and Spend. View all opens Vendors.
  • Recent purchase orders — "Latest 10", with Order # (linked), Procurement #, Vendor, Status, Date and Amount. View all opens Purchase Orders.

How I …

Prepare the monthly procurement summary

  1. Open Procurements › Reports.
  2. Note Total spend (money actually paid) and the Purchase orders value (money committed). The gap between the two is roughly what we still owe or haven't been billed for yet.
  3. Read the Monthly spend chart to see whether ordering is rising or falling. Hover over a bar for the exact figure.
  4. Copy the Top vendors table into the meeting notes.

Check vendor concentration

  1. Look at Top vendors. If one vendor holds most of the spend, open it (click its name) to review its contracts and orders.
  2. Use View all to compare against the full vendor list in Vendors.

Chase open orders

  1. In Recent purchase orders, look for rows still in Draft, Sent or Acknowledged.
  2. Click the Order # to open the order. Issue it, or record the delivery in Goods Receipts.
  3. For older orders, click View all and filter by status on the Purchase Orders page.

Check the payment backlog with Finance

  1. Read Unpaid invoices (count and amount).
  2. If it is growing, review Invoices together with Finance. Bills are released in Payment Release.

Access & permissions

  • The menu needs procurements.view plus procurements.update, finance.view or accounting.view.
  • Per docs/role.md: Procurement, F.A.T. Manager and Owner/Director have full access. Finance Staff, Finance Manager and Accounting Staff can read. Ordinary staff do not see the menu.
  • The page has no write actions, so full and read access look the same here.

Caveats

  • Spend and invoice figures need finance access. Total spend and Unpaid invoices are shown only to users with finance or accounting authority (Finance department, finance.approve, accounting.approve, or the finance-staff, finance-manager, fat-manager or accounting-staff roles). A Procurement Officer without finance access does not see those two cards.
  • Order figures follow your visibility. Procurement and finance authorities see every order. Anyone else would see only orders on requisitions they can see.
  • Monthly spend counts order value, not payments, by the order's creation date in UTC. Cancelled orders are still counted, in the chart and in Top vendors.
  • Contract value on the Vendors card adds up all contracts in every status, including draft and terminated ones.
  • The Vendors count includes every vendor on file, not only active ones.
  • Totals are in the organization's base currency. Orders, contracts, invoices and payments in another currency are converted at the rate on the day each was created. A document with no known rate is left out of the totals, and a line under the cards says how many were left out. Recent purchase orders shows each order in its own currency.

Limitations

  • No date-range picker. The chart is fixed to the last six months, and the cards cover all time.
  • No export (CSV/PDF) and no print view.
  • No breakdown by project, department or budget line. The server's budget-reconciliation check (commitments against encumbrance journals) is not shown on this page.
  • Only the latest 10 orders and the top 6 vendors are listed. Use View all for the rest.
  • Dashboard — the day-to-day procurement overview. This page is the summary view.
  • Purchase Orders — the source of the order counts, the chart and recent orders.
  • Vendors — the vendor count. Top vendors link there.
  • Contracts — the contract count and value on the Vendors card.
  • Invoices / Supplier Bills — the source of Unpaid invoices.
  • Payments / Payment Release — completed payments make up Total spend.
  • Requisitions — the Procurement # column links each order to its request.