Purchase Analysis Report
Purchase Analysis Report - User Guide
1. Introduction đ
The Purchase Analysis Report is the primary financial and analytical module for managing the organization’s procurement expenditure. It provides a multi-dimensional view of liabilities, tax compliance, and material costs.
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Purpose of this Report:
- Financial Reconciliation: Match purchase bills with taxes (GST/TDS/TCS) and net outstandings.
- Cost Analysis: Breakdown procurement spend by product, item group, and vendor.
- Tax Compliance: Generate schedules for TDS and TCS payments.
- Trend Monitoring: Analyze monthly procurement peaks and valleys to manage cash flow.
This module is essential for Purchase Managers, Finance Controllers, and Tax Auditors.
2. Report Types & Analytical Insights đ
A. Purchase By Bill
- Purpose: A high-level audit of all purchase documents.
- Components: Includes Bills, Purchase Debit/Credit Notes (DNCN), and Input Tax Credit (ITC) verification.
- Best For: Reconciling the Accounts Payable (AP) ledger for the month.
B. Purchase By Product
- Purpose: A granular analysis of what items are being bought and at what cost.
- Analysis Sheets:
- Product Details: Transaction-level log of every item receipt.
- Summaries: Highly sorted views showing Top Items, Top Item Groups, and Top Vendors by total expenditure.
- Best For: Identifying volume-discounts opportunities and high-spend categories.
C. Tax Compliance (TDS & TCS)
- Purpose: Dedicated reports for TDS Payable and TCS Payable/Receivable.
- Key Fields: PAN Number, Taxable Value, Tax Rate, and Net Tax Amount.
- Best For: Filling statutory returns and ensuring no tax deductions are missed.
D. Month-Wise Summary
- Purpose: Strategic view of procurement trends across the fiscal year.
- Best For: Annual budgeting and Identifying seasonal demand patterns.
E. Specialized Reports
- GST Bill Payment (
F): Tracks the specific payment status of GST-compliant invoices. - Bill-Wise QA Analysis (
G): Cross-references purchase invoices with their respective Quality Assurance statuses (Accepted/Rejected). - Machine Maintenance (
H): (Conditional) Tracks expenses specifically allocated to machine maintenance and DPR (Daily Production Report) maintenance modules.
3. Data Visibility & Audit Fields đ
| Data Category | Key Fields Visible |
|---|---|
| Document Details | Bill No, Bill Date, Supplier Bill No, Supplier Date, Unit, and Doc Sub-No. |
| Taxation Audit | Taxable Value, CGST, SGST, IGST, TCS, TDS, and HSN/SAC Codes. |
| Financial Values | Amount (Before Tax), Net Value (Post Tax), Discount, Freight, and Round Off. |
| Product Attributes | Item Short Name, Item Group, Qty, Rate, and Non-Standard Notes. |
4. Source Transactions đ
The system aggregates data from:
- Purchase Bills: The core source for all liabilities and product costs (
Bill,Bill2). - Purchase Adjustments: Debit and Credit notes for returns or price corrections (
DebitCredit). - Taxation Layer: Integrated GST, TDS, and TCS schemas (
GstRates,TdsMst). - Accounting Integration: Links transactions to specific Account Heads (Main/Sub Accounts).
5. Using Global Filters đ ī¸
- Unit: View a single plant’s procurement or a consolidated group view.
- Report By: Extensive filtering by Vendor (Party), Party Group, Item, or Item Group.
- Account Particulars: For Maintenance reports, filter by specific General Ledger (GL) accounts.
6. Best Practices / Tips đĄ
- Identify Over-Spending: Use the Purchase By Product summary. Sort by “Amount DESC” to immediately see which raw materials are consuming the most capital.
- Prevent Tax Penalties: Run the TDS Payable report at the end of every week to ensure taxes are provisioned before payments are released to vendors.
- QA Integration: Always review the Bill-Wise QA Analysis before authorizing high-value payments. Avoid paying for batches that have high rejection rates in the QA module.
- Bill Error Audit: Check the IsError column in the Purchase By Bill report. It flags cases where the Total Bill Amount in the system does not match the Supplier Bill Amount, indicating a manual entry error.