Purchase Day Book report

You can use the Purchase Day Book report to view the different purchase transactions for each of your suppliers on one report. The report shows an overview of each transaction including the type, supplier name, net and VAT amounts. You can view this for a specific date range for all transactions or, for certain transaction types.

The report includes the following purchase transaction types:

  • Invoices.
  • Credit notes.
  • Quick entry invoices and credit notes.
  • Opening balance invoices and credit notes.

To produce the report

  1. Go to Reporting, then click More then click Purchase Day Book.

To search for a particular supplier, enter their name in the search box. You can also search by invoice or credit number, reference or value. If you want to search for a credit note by value, this must be a negative amount.

  1. From the Period list, click one of the following options:
This Month To produce the report for the current month, use this option.
This Quarter To produce the report for the current quarter, use this option.
This Year To produce the report for the current year, use this option.
This Financial Year This option only appears if you enter your Year End Date in Settings > Accounting Dates & VAT.

The report dates default to a 12 month period, based on the day and month you entered for your Year End Date.

Note: This produces the report for the current year regardless of the year set in Settings > Accounting Dates & VAT.
Last Month To produce the report for the previous month, use this option.
Last Quarter To produce the report for the previous quarter, use this option.
Last Year To produce the report for the previous year, use this option.
Last Financial Year This option only appears if you enter your Year End Date in Settings > Accounting Dates & VAT.

The report dates default to a 12 month period for the last financial year, based on the day and month you entered for your Year End Date.

Note: This produces the report for the previous year regardless of the year set in Settings > Accounting Dates & VAT.
Custom Enter the report dates you want to run the report from and to.
  1. Click More.
  1. In the Type list, click the type of transactions you want to view.

To view all transaction types, click All.

  1. If you’ve set up analysis types, you can run the report for a particular analysis type or category. To do this, choose the relevant options from the Analysis Type and Analysis Category lists.
  1. To view a breakdown of the details for a particular transaction, click the relevant line.

Then to return to the report, simply click the back button on your browser menu bar.

  1. To view the detailed version of this report, click Detailed.

The detailed report adds an additional column to display the supplier VAT registration number and the report summarises VAT for each invoice. It reports on the Net, VAT and Gross values for each rate of VAT used on an invoice.

If you want to revert back to the summary version of this report, click Summary.

  1. Depending on whether you’re viewing the summary or detailed version of this report, click either Export or Export Detailed.
  1. When prompted to choose the output format, click either CSV or PDF.

The report saves to the Exported reports folder, located to the left of the Profile button in the main navigation bar.

exported reports folder location

  1. Open the Accounting downloads folder, then click Purchase Day Book.

If more than one Purchase Day Book file appears in this window, check the date and time stamps to help you select the correct one.

  1. If you exported the Purchase Day Book report (in step 9) to:
  • CSV – Depending on your browser, the file automatically downloads to your Downloads folder or you’re prompted to save it. If prompted, browse to where you want to save the file, then click Save.
  • PDF – The PDF opens in a new window or tab, and you can then print or save it from your Internet browser menu.

You’ve now successfully produced the Purchase Day Book report.