Purchasing
Filter purchasing records and prepare a download
Find purchasing records with filters and prepare a CSV, Excel workbook, or printable download.
Before you start
- Purchasing → Purchase orders, Receive deliveries, or Invoice matching → Downloads
- Your account needs permission to view and export purchasing records.
What success looks like
- The prepared download contains the record type you selected, using the filters shown when you started it.
Quick start
The shortest path through this area.
- 1In Purchase orders, choose the active work or history view. Search by PO, supplier, or reference, and filter by Draft, Ordered, Partially received, Received, Closed short, or Cancelled.
- 2Set Supplier, Receiving location, and From/Through dates. For orders, choose whether the range uses Created date, Ordered date, or Expected delivery date. Both end dates are included in the displayed time zone.
- 3For receipts, filter by Received date. For invoices, use Invoice date and Matching status. Enable Include voided if you need those records.
- 4Click Downloads and choose the Records to include: a summary, item or receiving details, or Complete records.
- 5Select CSV or Excel workbook (.xlsx). Complete-record CSV downloads come in a ZIP file. To print one purchase order, open that order’s Downloads, choose Complete records, then select Print / Save as PDF.
- 6Choose whether to include internal notes and staff activity when available. Check the selected records and filters, then click Prepare download.
- 7Open Recent downloads and click Refresh to check progress. When ready, click Download file or Open print view. Use Cancel preparation to stop an unfinished download.
Troubleshooting
Choose the symptom that matches what you see.
How do I download a purchase order?
Open Purchasing → Purchase orders, find the order, and open it. Click Downloads on that order to export only that PO. Choose Order summary, Order item details, or Complete records under Records, then select CSV or Excel workbook (.xlsx). To print one order, choose Complete records and Print / Save as PDF. Click Prepare download. In Recent downloads, click Refresh to check progress, then Download file or Open print view when ready. For several orders, use the list filters and its Downloads button instead. Check the scope shown before preparing.
How do I include all the details?
In Purchasing downloads, set Records to Complete records and choose your format. Complete-record CSV downloads contain several files in a ZIP. Print / Save as PDF is available when Downloads was opened from one purchase order. Include internal notes and staff activity only if needed and available. Check the order or filters shown, then click Prepare download. Use Recent downloads → Refresh, then Download file or Open print view when ready.
The date range is rejected
The start date must be on or before the end date. Check Date to use when comparing different order lists.
The download is still preparing
Open Recent downloads and check the existing download’s progress before starting another.
No records are found
Check the active/history view, status, supplier, location, date basis, and Include voided setting.
Continue with a related guide
Still stuck?
Open a support ticket. We’ll include this guide so you only need to explain what happened and where you got stuck.
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