Scenario
A user is attempting to display the “Received” quantity on a Purchase Requisition (PR) line within a saved search. However, when customizing the Results tab, the expected “Received” column does not appear among the available fields.
Insight
The "Received" quantity is not natively stored in the Purchase Requisition record. Instead, this value is derived from related Purchase Orders. Specifically, the received data reflects the Quantity Received from the corresponding Purchase Order lines, not directly from the requisition.
Solution
To accurately reflect the "Received" quantity in a saved search based on the Purchase Requisition, the user must pull in fields from applying transactions (i.e., the Purchase Orders created from the PR).
Steps to Add the Received Quantity:
- Navigate to Reports > Saved Searches > All Saved Searches > New and choose Transaction (or edit an existing PR saved search).
- In the Criteria tab, define the filters to return only Purchase Requisitions.
- Go to the Results tab.
- Click Columns > Add Fields from Related Record.
Choose Applying Transactions.
- Add the field Quantity Fulfilled/Received from the Applying Transaction.
Additional Notes
- The Quantity Fulfilled/Received reflects how much has been received or fulfilled against the original PR via Purchase Orders.
- You may need to further filter the results to exclude non-receipt transactions depending on the use case.
- Be aware that this method reflects values from related transactions and may not always show a value if no PO or receipt exists yet
Conclusion
To show the “Received” column on a Purchase Requisition saved search, users must reference the Quantity Fulfilled/Received field from Applying Transactions. This workaround ensures accurate tracking of quantities received when direct fields are not available in the PR record itself.
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