IMS Documentation › Reports › Purchasing Report

Purchasing Report

The Purchasing Report analyzes merchandise receipts and purchase returns across a selected date range. It can be summarized or grouped by period, supplier, transaction type, invoice, merchandise hierarchy, style, color and other product attributes, with purchase-cost and retail-value KPIs.

Open the reportReports → Purchasing Report

IMS Reports menu with Purchasing Report selected — Path: Reports → Purchasing Report.

Run the report

Select the required criteria such as Supplier, S. Period, Transaction Type, Brand, Age Range, Gender, R. Season or merchandise category.
Optionally enter Item Code, Style, Color or Size.
Select the Date From and To range.
If required, enable Show foreign currency.
Select the required Group By options.
Click Generate.
Review the result grid and the totals at the bottom of the screen.

While IMS is retrieving the report, Generate changes to Cancel. Click Cancel to stop the current report request.

IMS Purchasing Report criteria, Group By options and summary totals — The Purchasing Report supports detailed merchandise filters, time grouping, invoice analysis and cost KPIs.

Using IMS multi-selection fields

Some IMS criteria fields open a compact multi-selection list instead of a normal drop-down. You can select several values without holding Ctrl.

Click the criteria field to open the selection list.
Click an item to select or deselect it. Continue clicking until the required combination is selected.
Click Close, double-click an item, or click outside the list to apply the selection.

Field display	Meaning
All	All available values are included. If no individual item remains selected, IMS automatically returns the field to All.
One name	Exactly one value is selected.
Multi Selected	Two or more values are selected.

No Ctrl key requiredThe IMS list uses simple multi-selection: click each required item to toggle it on or off.

Criteria

Criteria	What it does
Suppliers	Filters purchase movements to one or more suppliers.
S. Period	Filters by the statistical/selling period recorded on the purchase line.
Trans. Type	Filters the purchase transaction type. The available report transaction types are Purchase and Purchase Return.
Brands	Filters by brand. The brand list is enabled when one supplier is selected so IMS can load that supplier's brands.
AgeRange	Filters merchandise by age range.
Gender	Filters merchandise by gender classification.
R. Season	Filters by the merchandise received season stored on the item.
Category / Sub. Cat	Filters the main merchandise category and subcategory.
Group / Sub. Group	Filters the merchandise group and subgroup.
Item Code	Exact item-code filter.
Style	Contains search against the item style.
Color	Contains search against the item color code.
Size	Exact size filter.
Date From / To	Includes purchase movements whose invoice date falls within the selected range.

Dependent criteria

Some criteria refresh according to another selection. Brand is loaded for a single selected supplier. Sub Category is refreshed from Category, and Sub Group is refreshed from Group. If the parent selection contains several values, IMS returns the child list to the broader available set.

Show foreign currency

Select Show foreign currency when you need the original purchase-currency values in addition to local and landed cost. IMS then separates the report by foreign-currency symbol and adds the foreign-cost and exchange-rate fields.

Foreign-currency column	Meaning
FR Cost	Purchase value before local currency conversion and before landed-cost expenses, net of purchase returns.
FR Currency	The purchase currency symbol.
FR Exch	The weighted local-currency exchange rate represented by Local Cost ÷ FR Cost for the row.

Group By

Group By defines how IMS separates the purchase totals into report rows. Multiple grouping options can be combined.

Group By	Result
None	Returns the most consolidated view allowed by the selected criteria.
Week	Separates purchase activity by year and calendar week.
Month	Separates purchase activity by month and year.
Year	Separates purchase activity by year.
TransType	Separates Purchase from Purchase Return when more than one transaction type is included.
Invoice No.	Adds Cost Center, Invoice No. and Invoice Date and separates the result by invoice.
Suppliers	Separates rows by supplier when more than one supplier is included.
S. Period	Separates rows by the statistical/selling period on the purchase line.
Rcvd. Season	Separates rows by the merchandise received season stored on the item.
Brands	Separates rows by brand when multiple brands are included.
Age Range	Separates rows by age range.
Genders	Separates rows by gender.
Category / Sub Category	Separates rows by merchandise category hierarchy.
Group / Sub Group	Separates rows by merchandise group hierarchy.
Style	Separates rows by style.
Description	Separates rows by product description.
Color	Separates rows by Color Code.
Size	Separates rows by size.
Details	Adds item-level pricing and status information: Item Code, Barcode, Original Price, Current Price, Current Discount and State.

Why some grouping fields may not add a columnFor list-based fields such as Supplier, Brand, Age Range, Gender, Category, R. Season and S. Period, IMS adds the grouping column only when the selected criteria contain more than one value. If only one value is selected, the value is already implied by the criteria.

Details

Select Details for item-level analysis. IMS adds Item Code, Barcode, Orig. Price, Curr. Price, Curr Discount and the item's current State (Normal, Sale or Outlet).

Report values and totals

Column / total	Meaning in IMS
RCVD Qty	Net received quantity. Purchase returns reduce the quantity.
Landed Cost	Net purchase cost after applying the invoice cost rate. Purchase returns reduce the landed cost.
Retail Price	The report's retail-value total calculated from receipt quantity × current retail price.
Markup	For each report row: Retail Price ÷ Landed Cost.
FR Cost	Net foreign purchase cost before currency conversion.
Local Cost	Foreign purchase cost converted using the invoice currency-change rate.
Total Expenses	Landed Cost − Local Cost.
Cost Rate	Landed Cost ÷ FR Cost.
Invs Count	Count of distinct invoice numbers within each generated group.
Count	Number of rows in the generated report grid.

The bottom summary shows RCVD Qty, Count, Local Cost, Landed Cost, Invs, Expenses, Retail Price, AV. Markup and AV. Cost Rate.

The summary values are recalculated from the generated rows. AV. Markup is calculated from total Retail Price and total Local Cost, while AV. Cost Rate is calculated from total Landed Cost and total FR Cost.

Purchase returns

The report includes transaction codes 1 and 2. Code 1 is treated as a purchase and code 2 as a purchase return. For received quantity and the cost fields, purchase returns are subtracted from purchases so the result represents net purchasing movement for the selected criteria and dates.

View Image

View Image loads item thumbnails into the generated report. The report must contain both Style and Color Code, because IMS creates the thumbnail lookup from those two values.

If the report contains more than 10,000 rows, IMS asks for confirmation before loading images. For Excel exports above 5,000 rows, IMS asks whether to export with images, export data only, or cancel.

Permissions

Purchasing Report output follows the logged-in user's IMS access policy. Export To Excel and Send By Email can be hidden independently. If the user is not allowed to view COGS/cost information, IMS hides local cost, landed cost, expenses, markup, cost rate and the foreign-currency option.

Export, email and Save As

Action	Behavior
Export To Excel	Exports the generated Purchasing Report. Loaded thumbnails can also be included in the Excel file.
Send By Email	Sends the Purchasing Report with a subject containing the selected From and To dates.
Save As	Saves the generated report. IMS requires report data before this command can be used.

Common uses

Buying

How much did we receive?

Filter by Supplier and date, then review RCVD Qty, Landed Cost and Local Cost.

Returns

What was returned to suppliers?

Select Purchase Return in Trans. Type and group by Supplier, Invoice No. or merchandise fields.

Merchandise

Which categories received the most stock?

Group by Category, Group, Style or other merchandise dimensions and compare RCVD Qty and Retail Price.

Costing

What is the landed-cost impact?

Compare Local Cost, Expenses, Landed Cost, Cost Rate and Markup. Enable Show foreign currency when original-currency analysis is needed.

Supplier and Brand master data

The Purchasing Report uses supplier and brand master data from Manage → Suppliers. Brands belong to suppliers, so selecting one supplier lets IMS load that supplier's applicable brands for purchasing analysis.

Item master data behind Purchasing Report

The Purchasing Report uses merchandise classifications from Manage → Items, including Item Code, Style, Color, Size, Description, Category hierarchy, Product Group hierarchy, Supplier, Brand, Age Range, Gender, received season and statistical period.

When product images are displayed or exported, IMS uses the Style/Color image maintained in the Item master rather than a separate image for each Size.

Merchandise classification masters

The report's merchandise classifications come from the same masters used by Manage → Items:

Report field	IMS master
Category / Sub Category	Manage → Categories
Group / Sub Group	Manage → Product Groups
Age Range	Manage → Age Ranges
Gender	Manage → Genders
S. Period	Manage → Statistical Periods