Use the Accumulate Statistics option (on the P/O Options screen) to keep statistical totals for all the transactions you post in Purchase Orders, including for each period:
- The number of posted purchase orders, receipts, invoices, returns, credit notes, and debit notes.
- The net quantity purchased, net purchase amount, and net invoice amount.
- The largest and smallest invoice, credit note, and debit note amounts, and the vendors for whom you posted them.
- The average invoice, credit note, and debit note amount.
You can see the information in the Purchase Statistics screen and print it on the Purchase Statistics report.
Purchase Orders keeps purchase statistics by the type of year (fiscal or calendar) and period you select using the Accumulate By and Period Type options on the Processing tab of the P/O Options screen.
Selecting the Type of Year
If you choose to accumulate by calendar year, the starting date for the year will be January 1.
If you accumulate by fiscal year, the starting date will be the first day of your fiscal year.
Selecting the Type of Period
You can also keep the data for up to 53 periods per year (54 periods in a leap year), for any number of years.
Use the Period Type option to select from these period types: weekly (Sunday = day 1), seven days (beginning on the first day of the week in your fiscal calendar), bi-weekly (Sunday = day 1), four weeks, monthly, bi-monthly, quarterly, semi-annually, annually, or fiscal period (use the Period Type option).
Editing Statistics
If you use the Allow Edit Of Statistics option, you can edit and import the statistical totals that are kept by Purchase Orders.
Use the Purchase Statistics screen to edit the statistics.
Note: Normally, you do not need to change statistics, because they are updated automatically and accurately by Purchase Orders. However, if you set up your Purchase Orders system partway through a fiscal year, you may want to select the Allow Edit Of Statistics option so that you can enter statistics from your old purchase order system for previous periods of the current year or for previous years.
For more information, see P/O Purchase Statistics Screen.
Changing the Method of Accumulating Statistics
Transaction history is kept by date.
You can change the type of year and period by which Purchase Orders keeps purchase history and statistics, but you will not then be able to compare new period figures directly to figures in past periods.
If you need to change the type of year or period by which Purchase Orders accumulate purchase history and statistics after you have processed transactions, you should either do so after year-end, or edit the statistics for the earlier periods in the year to correct distortions. The program reminds you of this information when you change the selection for the Accumulate By or Period Type option for the Accumulate Statistics and Accumulate Purchase History options.
Note: Sage 300 Standard maintains statistics by fiscal year and period.