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The Purchase Report: Reading Debt, Returns, and the 12-Month Trend

Level Basic Role Owner, Purchasing Module Pembelian About 8 minutes
Updated

Unclear payables to suppliers are one of the quietest ways a repair shop bleeds money. Not through theft — through nobody actually knowing how much is still owed, when it is due, and how much has already been offset through returns. Invoices pile up in a folder, and every month-end someone has to add it all up from scratch.

The Purchase Report flips that order. Instead of waiting for a problem and then reconciling by hand, this page has already done the totaling for you: a 12-Month Purchase Summary (“Ringkasan Pembelian 12 Bulan”), read by purchase month, presented as four headline numbers and one trend chart.

What sets this report apart from a plain invoice recap is how it treats returns. A purchase return is not a standalone transaction here — it attaches to the month of the original purchase, so the Sisa Utang (Remaining Payable) figure you see is already net of returned goods, without you having to subtract anything by hand.

For an owner managing more than one supplier, or with several staff taking turns entering purchases, the Periode, Dibuat Oleh, and Pemasok filters turn this report from a summary into an investigation tool. Pick, hit Cari, and a table that held hundreds of rows narrows down to what actually matters.

This report is not a replacement for the invoices — it is a way to read them without opening every single one. The steps below walk from the four cards at the top down to the finest column in the table, including one return-posting rule you need to understand before assuming a number that “does not match” is wrong.

Note

UI screenshots for this tutorial are on their way. You can still follow the guide through the menu, button, and field names given in each step.

Before you start

  • Purchase transactions already recorded — this report reads data that came in through the purchase form, it does not re-key anything.

Steps

  1. Open Transactions → Purchases → Report ("Transaksi → Pembelian → Laporan")

    The page opens with the heading "Ringkasan Pembelian 12 Bulan" ("12-Month Purchase Summary") — a title that says exactly what it shows. Everything on it is calculated by purchase month, covering the last 12 calendar months up to today. You do not need to set a date range first to see the big picture; the page already ships with its own time window.

  2. Read the 4 KPI cards along the top

    Total Tagihan (Total Billed), Total Terbayar (Total Paid), Total Nilai Retur (Total Return Value), and Sisa Utang (Remaining Payable) sit side by side. The reading order is simple: billed is what should have been paid, paid is what actually left the cash, returns reduce the obligation without cash moving, and remaining payable is the number that genuinely still hangs over the supplier. If an owner only has time to glance at one number before a meeting, it is Sisa Utang.

  3. Trace the trend on the monthly chart

    Four lines follow the same legend as the KPI cards — Sisa Utang, Total Nilai Retur, Total Terbayar, Total Tagihan — spread across 12 months. This is where patterns show up that a single number hides: whether debt is creeping up gradually month by month, or spiking in one particular month because of a large purchase that has not been settled.

  4. Understand the return posting rule before blaming the numbers

    One note is easy to miss but matters a lot: a processed return is counted in the month of the original purchase, not the month the return was processed. So if you return goods this month from a purchase two months ago, that return value shows up attached to the original purchase month — not to the current one. This is not a bug; it is how the report stays consistent with the purchase it belongs to.

  5. Narrow down with Periode, Dibuat Oleh, and Pemasok filters

    Above the table sit filters for Periode (Period), Dibuat Oleh (Created By), Pemasok (Supplier), Tanggal Awal (Start Date), and Tanggal Akhir (End Date), closed off by a "Cari" (Search) button. This combination answers sharper questions than the 12-month summary alone: how much was bought from one specific supplier last month, or who logged the most purchases this week.

  6. Read the table starting with the identity columns

    Tanggal (Date), Nomor Nota Supplier (Supplier Invoice Number), Pemasok (Supplier), and Dibuat Oleh (Created By) answer when, from whom, which invoice number, and who entered it — the first four things anyone asks when a specific purchase transaction comes into question.

  7. Move to the status columns: payment type, due date, payment status, has-return

    Jenis Pembayaran (Payment Type) shows how it was paid (for example, immediate cash), Jatuh Tempo (Due Date) shows the deadline for term-based payment, Status Pembayaran (Payment Status) shows whether it is settled or not (for example "Paid"), and Ada Retur (Has Return) flags which transactions have a return history attached — so you do not need to open each one just to know which needs a closer look.

  8. Read the money columns down to the finest detail

    The densest stretch comes last: Pembelian Bruto (Gross Purchase), Potongan Pembelian (Purchase Discount), Ongkos Kirim (Shipping Cost), Total Tagihan (Total Billed), Total Terbayar (Total Paid), Total Nilai Retur (Total Return Value), Nilai Barang Pengganti (Replacement Goods Value), Refund Kas (Cash Refund), and Pengurang Utang dari Retur (Payable Reduction from Return). These last three tend to confuse people: Nilai Barang Pengganti is a return settled with replacement goods, Refund Kas is a return settled with cash back, and Pengurang Utang dari Retur is a return that simply reduces the payable without any cash or goods changing hands at all. All three can carry different values for the same transaction, depending on how each return was settled.

  9. Export when the data needs to leave the screen

    The printer icon above the table exports data matching whatever filter is currently active — not all 12 months if you have already narrowed down to one supplier. Useful for a monthly recap, an attachment to a report, or something to bring into a meeting with a supplier when discussing a payable discrepancy.

What you end up with

An owner can read the current position on supplier debt, return patterns, and the 12-month purchase trend from a single page — without manually reconciling a stack of invoices.

If something goes wrong

A return value shows up in a month I did not expect

That is expected. Returns are counted attached to the month of the original purchase, not the month the return was processed. Find the purchase transaction first, then match the return against that month.

The Sisa Utang (Remaining Payable) on the KPI card does not match what I calculated manually from the invoices

Check whether a return settled part of the debt through Pengurang Utang dari Retur (Payable Reduction from Return) — that value reduces Sisa Utang without any cash moving, so a manual calculation from physical invoices alone can feel higher than reality.

The Pemasok (Supplier) filter does not show the supplier I am looking for

Check the spelling of the supplier name under Mitra → Pemasok ("Partners → Suppliers"). The filter matches stored data, so a duplicate name or a typo entered earlier will not appear until the data is cleaned up.

A transaction is flagged under Ada Retur (Has Return) but Total Nilai Retur (Total Return Value) shows zero

The return may still be submitted but not yet fully processed. Open the purchase transaction detail or check the related supplier return history to see what stage it is at.

The export I downloaded is empty or only partial

Export follows whatever filter is active when the printer button is pressed. If the date or supplier filter was too narrow, the result comes out narrow too — widen the filter first, then export again.

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