Purchases Overview
The Purchases Overview is the landing tab of the Purchases module. It answers what a business needs to know first about money going out — what you have spent, what you owe, what is overdue, and what has arrived but not yet been billed.
Where to find it
Go to Purchases. Overview is the first tab, so it is what you see when the module opens.
Summary cards
| Card | What it shows |
|---|---|
| Monthly Spend | The value invoiced to you this month, in your company currency. |
| Payables | The total owed across all unpaid supplier bills. |
| Overdue | The value past its due date, with a count. When nothing is late it reads All payments on time. |
| Open POs | The value of purchase orders raised but not yet received — stock you are committed to buy. |
| GRN Pending Invoice | Goods received that no supplier invoice has been booked against. When clear it reads All GRNs invoiced. |
| Payments (Month) | The value paid out this month, with a count of payments sent. |
GRN Pending Invoice is the card unique to purchasing, and the one most often ignored. It is the balance sitting in your GRN clearing account — stock you own and owe for, with no bill recorded. Left alone it understates your liabilities.
Monthly Spend
A six-month trend of what you have been invoiced, so you can see whether procurement cost is rising, flat or falling rather than judging a single month alone.
Top Suppliers
| Column | Description |
|---|---|
| Supplier | The vendor name. |
| Billed | The total value they have invoiced you. |
| Owed | How much of that is still outstanding. |
A supplier taking a large share of your spend is a dependency worth knowing about. If they also carry a high Owed balance, your negotiating position and your cash position are tied to the same relationship.
Recent Invoices
| Column | Description |
|---|---|
| # | The invoice reference. |
| Supplier | Who billed you. |
| Date | The invoice date. |
| Due | When payment falls due. |
| Amount | The invoice total. |
| Status | Its current state — Yet To Pay, Partially Paid, Paid, Overdue and so on. |
Using the Overview day to day
- Check Overdue first. Anything above zero is a supplier relationship at risk and, often, a late payment charge.
- Check GRN Pending Invoice. A balance here means unrecorded liabilities — chase the supplier for the bill.
- Compare Payables against your cash position before committing to new Open POs.
- Scan Recent Invoices for anything unexpected. A wrong supplier or an unusual amount is easiest to fix the day it is entered.
Figures here are live. They move as receipts, invoices and payments are entered, so two people looking minutes apart may see different numbers.
Related pages
- Purchase Invoices List — what you owe
- GRN List — what arrived but is not billed
- Purchase Orders List — what is still to arrive
- Supplier Payments List — what you have paid
- Allocations — make sure payments are applied