Running Store Reports in PayGo’s Reports Screen

Every business owner knows that store reports are an indispensable part of running a business. They contain important information about sales, inventory and balances, and a company simply can’t go without them. PayGo offers a wide range of reports, and they can be easily viewed, saved and printed for your records.

To access store reports, click the Reports button on your Menu Screen. This will bring you to the Reports screen, where there is a wide array of reports that can be selected and viewed. You’ll notice that the reports buttons are split into different categories: Sales Reports, Inventory Reports, Time Card Reports, Customer Reports, Vendor/Consignor Reports, and Purchase Orders.

When a reports button is clicked, it will bring you to a preview screen for the report. Every report can be saved as a PDF or as an Excel sheet, depending on which you prefer, and they can also be printed out directly from your PayGo system. To save, click Save as Excel or Save as PDF at the top of the preview screen. You can also print by clicking the Print button, and set up how you would like the report to print (which printer, paper orientation, and so on) by clicking the Print Setup button. Clicking Exit Preview will bring you to a report screen that will allow you to change the way the report is viewed – Form View, which will show only one record or find request at a time, List View, which displays records or find requests in a continuous list, or Table View, which displays records or find requests in a table.

When clicking on a button to see a report, certain reports will open a pop-up window to ask if you would like to see the report in full Detail, or as a Summary of the report. A Detail view will include all relevant information about the report focus, and a summary will show general information. Detail and summary views are explained in all sections where the choice is available.

Click to jump to each section:

Sales Reports

Inventory Reports

TimeCard Reports

Customer Reports

Vendor/Consignor Reports

Purchase Orders


Sales Reports

This is where you can see all of your sales reports. There are 29 different reports available within this box, ranging from daily sales performance to till reports to department performance reports.

Today’s Sales by Department: This is where you will see your sales for the day, broken down by which departments the sales came from. This report will allow you to choose whether to see gift certificate sales or not when viewing the report. The Detail view lists each department that sold items, as well as the name and ID of each item that was sold. The Summary shows each department, and the quantity of items sold per department. Both choices show quantity totals, the price before tax, percentage of total sales that each item or department brought in, the last cost of the goods sold as well as the average cost of goods sold, the last cost of the item’s margin sold (including the percentage of total sales) as well as the average cost of item’s margin (including the percentage of total sales). Totals for each can be viewed at the end of the report.

Today’s Sales by User: This is where you will see your sales for the day, broken down by system user. The Detail view lists each user that sold items, as well as the name and ID of each item that was sold. The Summary shows each user, and the quantity of items sold for that user. Both choices show quantity totals, the price before tax, percentage of total sales that each item or department brought in, the last cost of the goods sold as well as the average cost of goods sold, the last cost of the item’s margin sold (including the percentage of total sales) as well as the average cost of item’s margin (including the percentage of total sales). Totals for each can be viewed at the end of the report.

Today’s Sales by Customer: This is where your will see your sales for the day, broken down by customer. The Detail view lists each customer’s quantity and dollar amount totals, as well as the invoice number and the name and ID of each item that was sold. The Summary shows each customer’s name and ID, the quantity of items bought, the invoice total before tax, percentage of total sales that each customer bought, the last cost of the goods sold as well as the average cost of goods sold, the last cost of the sale’s margin sold (including the percentage of total sales) as well as the average cost of the total’s margin (including the percentage of total sales). Totals for each can be viewed at the end of the report.

Today’s Sales by Till ID: This is where you will see your sales for the day, broken down by till ID. The Detail view shows the total items sold per till, as well as a percentage of total sales, per each till ID. It also shows each item’s total price before tax, percentage of total sales that each till sold, the last cost of the goods sold as well as the average cost of goods sold, the last cost of the sale’s margin sold (including the percentage of total sales) as well as the average cost of the total’s margin (including the percentage of total sales). The Summary view shows everything that the Detail view does, except for each individual item name and ID. Grand totals can be viewed at the end of the reports.

Today’s Payments by Till ID: This is where you will see all payment information for the day, broken down by till ID and payment method. The Detail screen shows each till’s performance, broken down by each payment method. It also shows the invoice ID for each payment, any applicable gift certificates and their corresponding ID numbers, check or authorization numbers for each payment, the transaction code for each, and the total amount paid. The Summary screen shows totals for each payment method, as well as the date that they were processed. Grand totals for each can be seen at the end of the reports.

Hot Sellers: This is where you can see what has been selling the most in your stores. When you click on this button, a pop-up window will prompt you to enter start and end dates for reports, instead of defaulting to the current day like previous buttons. After a date range is entered, another pop-up window will ask if you would like to specify other criteria, such as department or vendor. You can also choose to omit records with no sales data in the next pop-up window. When the report has been compiled, you can choose to view by item, vendor or department. You can also break the report down further by sorting by totals, margin, or quantity of each item sold. Like most sales reports in this section, the results are broken down by quantity of each item sold, each item’s total price before tax, percentage of total sales that each item counted towards, the last cost of the goods sold as well as the average cost of goods sold, the last cost of the item’s margin sold (including the percentage of total sales) as well as the average cost of the total’s margin (including the percentage of total sales).

Sales by Department: This will show you how each department has been performing. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). When search parameters are specified, a pop-up window will ask if you would like to include gift certificate sales. The Detail report will show each department, with a list of item name and IDs that were sold within the search parameters. The Summary report shows each department and quantity of items within that department sold. Both choices show quantity totals, the price before tax, percentage of total sales that each department brought in, the last cost of the goods sold as well as the average cost of goods sold, the last cost of the item’s margin sold (including the percentage of total sales) as well as the average cost of item’s margin (including the percentage of total sales). Totals for each can be viewed at the end of the report.

Sales by Month: This will show you how your stores have been performing, broken down by monthly totals. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). When search parameters are specified, the report will show you total items sold, as well as the totals before tax, percentage of total sales that each store brought in within the specified month, the last cost of the goods sold as well as the average cost of goods sold, the last cost of all items margin sold (including the percentage of total sales) as well as the average cost of all of the items margin (including the percentage of total sales). Totals can be viewed at the end of the report.

Sales by Day: This will show you how your stores have been performing, broken down by daily totals. When this button is clicked, you will be taken to a Search Screen where you can specify a date to analyze (as well as any other search parameters you may choose). When search parameters are specified, the report will show you total items sold, as well as the totals before tax, percentage of total sales that each store brought in, the last cost of the goods sold as well as the average cost of goods sold, the last cost of all items margin sold (including the percentage of total sales) as well as the average cost of all of the items margin (including the percentage of total sales). Grand totals can be viewed at the end of the report.

Average Sales Transactions/Day: This will show you your average store performance within a day. When this button is clicked, you will be taken to a Search Screen where you can specify a date to analyze (as well as any other search parameters you may choose). When search parameters are specified, the report will show you the average invoice totals, as well as the total invoices for the date in question and the average number of items per invoice on that date.

Average Sales Transactions/Hour: This will show you your average store performance within an average hour. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). When the search parameters are specified, a pop-up window will ask if you would like to break down the report by days as well. The report will show you the hours you were active per store, the average invoice total per hour, the total invoices within the hours specified, average number of items per invoice, and total dollar amount of the invoices. The totals and grand averages for both individual stores and cumulative between all stores are shown at the end of the report.

Sales by Alternate Sizes: When adding inventory to your PayGo software, you have the option of adding alternate sizes for that inventory item. This report will show your sales, organized by items and their alternate sizes. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). The report will show you all items sold and any applicable alternate sizes of that item, as well as the item’s name and ID, broken down by department. It will also show the total quantity of each item sold, as well as the totals before tax, percentage of total sales that each item brought in, the last cost of the goods sold as well as the average cost of goods sold, the last cost of all items margin sold (including the percentage of total sales) as well as the average cost of all of the items margin (including the percentage of total sales). Grand totals can be viewed at the end of the report.

Sales Tax: This will show you the amount of sales tax you owe for each store. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). The report will show the total pre-tax income within the search parameters, as well as city and state tax that is to be taken out of the total. It will also show the dollar amount of taxable and non-taxable sales, and the total tax owed. Grand totals can be found at the bottom of the report.

Sales by Manufacturer: This will show your sales, broken down by manufacturer. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). The Detail view will show all items sold broken down by manufacturer, as well as the item’s name and ID, and any applicable discounts that were applied to the item. The Summary view will show total quantities sold for each department, as well as discounts applied. Both reports show the total quantity of each item sold, as well as the totals before tax, percentage of total sales that each item brought in, the last cost of the goods sold as well as the average cost of goods sold, the last cost of all items margin sold (including the percentage of total sales) as well as the average cost of all of the items margin (including the percentage of total sales). Grand totals can be viewed at the end of the reports.

Sales by User: This will show your sales, broken down by user. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). The Detail view will show all items sold broken down by user, as well as each item’s name and ID. The Summary view will show total quantities sold for each user. Both reports show the total quantity of each item sold, as well as the totals before tax, percentage of total sales that each item brought in, the last cost of the goods sold as well as the average cost of goods sold, the last cost of all items margin sold (including the percentage of total sales) as well as the average cost of all of the items margin (including the percentage of total sales). Totals for each user can be seen at the bottom of their section, and grand totals can be viewed at the end of the reports.

Sales by Salesperson: This will show your sales, broken down by salesperson. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). The Detail view will show all items sold broken down by salesperson, as well as each item’s name and ID. The Summary view will show total quantities sold for each salesperson. Both reports show the total quantity of each item sold, as well as the totals before tax, percentage of total sales that each item brought in, the last cost of the goods sold as well as the average cost of goods sold, the last cost of all items margin sold (including the percentage of total sales) as well as the average cost of all of the items margin (including the percentage of total sales). Totals for each salesperson can be seen at the bottom of their section, and grand totals can be viewed at the end of the reports.

Sales by Department/Class/Category: This will show your sales, broken down by each item’s department, class and category. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). The report will show the total amount of items sold for each department, class and category, as well as the totals before tax, percentage of total sales that each item brought in, the last cost of the goods sold as well as the average cost of goods sold, and the last cost of all items margin sold as well as the average cost of all of the items margin. Grand totals can be viewed at the end of the report.

Sales Summary: This is an in-depth sales summary. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). Two reports will pop up after parameters are specified. Report-1 shows total sales within the defined parameters, broken down by department. This report shows the quantity of items sold in each department, the gross sales, and any applicable discounts. It also shows the totals before tax, percentage of total sales that each department brought in, the last cost of the goods sold as well as the average cost of goods sold, the last cost of all items margin sold (including the percentage of total sales) as well as the average cost of all of the items margin (including the percentage of total sales). Grand totals can be found at the end of the report. Report-2 shows taxes collected and payment methods within the defined parameters, per store. Totals can be found at the end of each section.

Sales Journal: This is a report detailing every transaction made, within certain parameters. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). The Detail view shows each transaction with invoice number, date, time, user, customer, and till ID. It also details each item sold, the name of the vendor the item came from and the cost of each item, any applicable discount on the item, subtotals per item, the total cost, and the last and average costs of the margin for each item. Payment methods are shown on this view, as well as any applicable authorization or check numbers. The Summary view shows each invoice number, date and time, till ID, and customer number. It also shows the subtotal for the invoice, total discounts given on the invoice, total for the invoice, and payment methods and amounts. This view also shows the last and average costs of the margin for each transaction.

Invoices with Deposit: This report will show you all open invoices in your system that have had customer deposits or payments. It includes the invoice ID number and the date it was generated, the full amount of the invoice, and the amount paid on the invoice as well as the amount still owed.

Items Sold at Discount: This is where you can see all items sold within your stores that were sold at a discount. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). The Detail view is broken down by store, and then by each discount and its reason. Under each discount reason, the invoice ID number and date for the discount is posted, along with the discounted item’s name and ID, the PayGo user that was logged in when the discount was given, the quantity of discounts given, the retail amount for your store, and the total discount given. The Summary view is also broken down by store, but shows the markdown reason, the number of times the markdown was used, the total discount given, the extended amount, and the percentage of each discount type that has contributed to the collective discounts given. Totals for each can be viewed at the bottom of the report.

Payment Method Totals: This is where you can see totals for each payment method used in your stores. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). The Detail view shows each type of payment used in your stores within the search parameters, along with each payment’s invoice ID, Till ID, amount paid, and any relevant identifiers, such as a gift card number, check number, transaction code, or authorization code. The Summary view shows the totals for each payment type. Totals for each can be viewed at the bottom of the report.

Returns: This is where you can view any returns that your stores might have processed. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). The report is broken down by departments, and shows each returns transaction code, invoice number, date posted, item ID and name.  It also shows the quantity of items returned, which user was logged into the system when the return was processed, the name of the customer returning the item and the record type and notes for the return. In addition, it shows your retail price for the item and the amount of money returned. Totals can be viewed at the end of the report.

Performance by Department: This report shows how your departments are performing. When this button is clicked, you will be taken to a Search Screen where you can choose to search by either the department’s name or ID number. Next, you will see a pop-up window that will ask you to specify a date range. You can choose to sort by sales, margin, or name in the next pop-up window. The report will show you the quantity of items sold within the department, the cost of goods sold (both last cost and average cost), the margin cost (both last margin and average margin), and the total sales in a dollar amount. It will also show the percentage of margin within the cost (both last and average).

Till Summary: This shows the history of a chosen till. When clicked, a pop-up window will ask you to enter the till ID you wish to view. The report will show you what type of currency or payment method has been used , the till’s totals, the total counted for the till, the till’s starting amount, the difference between starting amount and total, and the date of each transaction processed.

Till Detail: This is where you can see detailed information on a given till. When this button is clicked, you will be prompted to enter in the name of the till you would like to view. The report shows what transaction types and amounts have gone through the till, along with the date, the percentage of each payment type the till has taken in, and any notes the till might have. There is also an area for any general notes, as well as relevant weather reports for the day and area. Grand totals are at the bottom of the report.

Till X Report: this is where you can get a printout of specific till records.  When clicked, a pop-up window will ask you to enter the date or date range you would like to view, and from there you are able to select which till you would like to see by clicking the orange triangle next to each till name. When selected, a pop-up box will ask you whether you would like to print out a full page or on your receipt paper. The report will show you what items this till has sold within the date range, broken down by department. It will also show you all taxes from transactions, as well as any discounts applied through this till.

Tip Report: This will show you all tips recorded in your stores. When clicked, a pop-up window will ask you to enter the date you would like to view the tip report for.

Sales by ZIP Code: This will show you how many sales you’ve made, by customer’s zip code. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). After search parameters are specified, a pop-up window will ask if you would like to group by store ID or ZIP code. The report will show you the number of purchases per ZIP code, the amount of money spent, any discounts, and grand totals.

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Inventory Reports

This is where you can find reports pertaining to your inventory. There are 7 different reports in this box.

Inventory On Hand: This will tell you how much inventory you have on-hand. When this button is clicked, you will be taken to a Search Screen where you can specify your search parameters – anything from quantity on hand, to the date created, to the size or color of items, and more. The Detail view will first ask you if you would like to sort the report by vendor, item name or item ID. The report will group by store and show you your inventory within the search parameters with the item’s name and ID, the item’s adjustment inventory, how many of each item are on order, how many of the item has been received, how many of the item are on hold, and how many of the item are needed. The report will also show you how many you have sold, how many are onhand at each store, the item’s average and last costs, the retail price, the value average and last costs, and the retail value of the item onhand per store. The Summary report will list the departments with the items in question, the amount of items received and sold per department, the amount onhand per store, the value average and last costs of the items, and the retail value onhand per store. Grand totals can be found at the end of each report.

Low Inventory: This report shows which inventory items are low and need to be reordered. When this button is clicked, you will be taken to a Search Screen where you can search by quantity of items needed per item.  The items will organize by store and will be broken down by department, and will show the item’s name and ID, the vendor’s SKL, the last transaction for the item, whether the item is on order, how many of the item have been received, how many of the item are needed, how many of the item have sold, how many are onhand, the average and last costs of the item, the value average and last costs of the items, and the retail value per store. Grand totals can be found at the end of the report.

Outstanding Certificates: This report will show you the gift certificates and cards that have been sold in your stores but not yet redeemed. The outstanding certificates are listed by certificate ID, date issued, who the certificate was purchased by, the invoice ID, the customer ID of the gift card recipient (if available), the certificate’s total amount, the amount that has been redeemed on the certificate (if available), and the certificate’s remaining balance.

Inventory Adjustments: This is where you can view any adjustments that have been made on your inventory. When this button is clicked, you will be taken to a Search Screen where you can search by date posted, department, inventory type, item ID, Item name, marker or adjustment. reason. The report will show each adjusted item’s name and item ID, the item’s inventory count at the time of adjustment, the count after adjustment, the last cost of the adjustment, the average cost of the adjustment, and the item’s retail value. It will also show the adjustment reason, and the user who performed the adjustment.

Outstanding InStore CR: This is where you can view any outstanding in-store credits your stores may have issued. The report is sorted by certificate ID number, the date it was issued, who the credit was purchased by, the invoice ID for the credit, the owner’s customer ID, the date last modified, the dollar amount of the credit issued, any amount it may have been redeemed, and the remaining balance for the credit. Grand totals can be found at the end of the report.

Performance by Item ID: This is where you can check on an individual item’s performance. When this button is clicked, you will be taken to a Search Screen where you can search by the item’s name or ID, or any other parameter you would like to use for the search. A pop-up window will ask if you would like to see discontinued records as well. Another pop-up window will prompt you to enter in the date range you would like to perform the search on. Another pop-up window will ask if you would like to omit any records with no sales data. You will be given a choice to sort by the item’s sales, margin or name. The report will show each item’s name and ID, the quantity sold, the last and average cost of goods sold, the last and average margin cost (as well as its percentage of total sales), the total sales amount and turns by last and average cost. Grand totals can be found at the bottom of the report.

Kits/Bundles: This will show you information on the kits and bundles you have in your inventory system. When clicked, you will be brought to a Search Screen where you can search by kit information (item ID, name, notes, department, or marker field). If you would like to see what kits you have, leave all fields blank except Kit, which will have a Y in it. The report will sort by each kit in the system, broken down by each item in the kit’s name and ID as well as the quantity of each item in the kit, any notes on the items or kit, and the last, average and total retail cost of each item in the kit. Totals can be found at the end of the report.

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TimeCard Reports

This is where you can view reports on your employee’s timecards. There is only 1 report in this box.

TimeCard Report: When this button is clicked, you will be taken to a Search Screen where you can search by staff name, staff ID, store ID, pay period start date, or pay period end date. The report will be organized per employee, and will show the pay period, the dates the employee has clocked in, the time start and end per employee shift, what type of job was performed during that shift, and the total time worked. Totals for each employee can be found at the end of each employee’s section. Grand totals can be found at the end of the report.

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Customer Reports

This is where you can view collected information about your store’s customers. There are 3 different reports in this box.

Customer List: This is where you can see a list of all of your registered customers. When this button is clicked, you will be taken to a Search Screen where you can set parameters for the search, from state to company to ZIP code, among other choices. The report will show each customer’s name and ID, their phone number, and full address.

Performance by Customer: This is where you   When this button is clicked, a pop-up window will ask you to specify which date range you would like to see the report for. When the date range has been selected, another pop-window will ask you if you would like to specify any additional find criteria. If you choose Yes, you will be taken to an advanced Search Screen that will allow you to search with the customers ID, name, address, or date the customer account was created/modified. You will be given the option to sort by totals, margin or quantity sold. You can also choose to omit sales with no data. The report will show the customer’s name and ID, quantity of sales, the total spent in your stores before tax, last and average cost of goods sold, and the last and average cost of margin.

Customer Sales Detail: This is where you can see reports on individual customer sales. When this button is clicked, you will be taken to a Search Screen where you can specify a set of dates to analyze (as well as any other search parameters you may choose). A pop-up window will ask if you would like to include gift certificate sales. The report shows each customer within the date range, with the invoice number and date of each purchase. It also show the name, ID number and quantity of each item purchased, and the pre-tax total of each item.

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Vendor/Consignor Reports

This is where you can find reports pertaining to your vendors and consignors. There are 4 different reports in this box.

Vendor List: This is where you can see a list of all of your vendors. When this button is clicked, you will be taken to a Search Screen where you can set parameters for the search. Your report will show each vendor’s name, phone number and address.

Performance by Vendor: This is where you can see the performance statistics for your vendors. When this button is clicked, you will be taken to a Search Screen where you can set parameters for the search. A pop-up window will ask you to enter in a date range to view the report for. You will be given the option to sort by sales, margin or vendor name. The report will show each vendor’s name, the quantity of items from each  vendor sold, last and average cost of goods sold, last and average margin cost as well as the percentage of sales the items made up, the total sales for each vendor, and turns by last and average cost.

Sales by Vendor: This is where you can see sales reports per vendor. When this button is clicked, you will be taken to a Search Screen where you can set parameters for the search. The Detail view will break down by each vendor, and show the item’s name and ID, quantity sold, any discounts applied to the item, the pre-tax totals, last and average cost of goods sold, and the last and average margin on the item. The Summary view will break down by each vendor as well, and will show total quantity of items sold per vendor, any discounts to the vendor’s items, pre-tax totals, last and average cost of goods sold, and the last and average margin on total items from each vendor. Totals for each can be viewed at the end of the reports.

Consignor Report: This is where you can see sales reports per consignor. When this button is clicked, you will be taken to a Search Screen where you can set parameters for the search. A pop-up window will ask if you would like a page break for each consignor’s report. The report will be broken down by consignor, and will show each sold item’s name and ID, the invoice ID number and date it was sold on, the quantity of each item sold, any discounts that may have been applied, the pre-tax invoice total, the consignor amount to pay, the user amount collected, and the date the balance to the consignor was paid, along with the check’s number and date.

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Purchase Orders

This is where you can see information about all of your purchase orders. There are 3 different reports in this box.

Items on Order – Department: This is where you can view what items your stores have on order, broken down by department. When this button is clicked, you will be taken to a Search Screen where you can set parameters for the search. The report shows each department that has ordered items, each item’s name and ID, the Purchase Order number, the date the order was placed, the date the order is received, the estimated ship date, the date the order was cancelled (if applicable), how many items ordered, how many items were received, if there was any back order or cancelled items, the items in the order remaining, the cost per item, and the extended cost of the items. Totals can be found at the bottom of the report.

Items on Order – Vendor: This is where you can view what items your stores have on order, broken down by vendor. When this button is clicked, you will be taken to a Search Screen where you can set parameters for the search. The report shows each vendor that has items on order from your store, each item’s name and ID, the Purchase Order number, the date the order was placed, the date the order is received, the estimated ship date, the date the order was cancelled (if applicable), how many items ordered, how many items were received, if there was any back order or cancelled items, the items in the order remaining, the cost per item, and the extended cost of the items. Totals can be found at the bottom of the report.

Received Orders: This is where you can view the orders that your stores have received. When this button is clicked, you will be taken to a Search Screen where you can set parameters for the search. A pop-up window will ask if you would like to summarize the report by department or vendor. The report show each vendor, the name and ID number for each item ordered, the purchase order number, the date the order was placed, the date the order was received, the estimated order ship date, the date the order was cancelled (if applicable), the amount of each item ordered and received, and if there were any cancellations or backorders on the item. Totals can be found at the bottom of each report.

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