# Order Wise Item Orders
Line-level detail of every item on purchase orders—ordered, received, and balance quantities, rates, taxes, and fulfillment status per PO. Use it as the PO item detail report for granular procurement tracking and order-vs-receipt reconciliation.
Overview
Go to Purchase → Order Reports → Order Wise Item Order.
What it shows. Each row is one item line on a purchase order, with PO date, supplier, PO number, due date, item attributes (HSN, group, brand), ordered quantity, received quantity, balance quantity, rate, tax, total, and line status. Turn on Show Description to add the line description entered on the purchase order item.
When to use it. Audit item-level order commitments, check pending or partially received lines, and analyze procurement by item group, brand, or supplier at line detail.
How quantities are calculated. Order Qty is the quantity on the purchase order line. Received Qty is the net quantity received against that PO item (receipt notes minus returns), including service receipt notes for service items. Balance Qty is Order Qty minus Received Qty.
Use Cases
- Line-level fulfillment — Compare Order Qty, Received Qty, and Balance Qty to find lines still pending or partially received before supplier follow-up.
- HSN and tax review — Verify HSN codes and tax amounts on ordered items for compliance checks.
- Brand or category analysis — Filter by item group or brand to review ordered value by product segment.
- Rate verification — Compare ordered rates against agreed supplier pricing before invoice approval.
Filters
- Date Range — Limit PO dates to a specific period.
- Employee — Limit to orders for a selected employee.
- Order Status — Filter by fulfillment status. Status filters apply at item line level using received and balance quantities, not only the PO header status:
- Received — lines with Received Qty greater than zero
- Partial Received — lines that are partially received (some received, balance remaining)
- Returned — lines with returned quantity
- Approved — lines not yet received
- Not Cancelled / Cancelled / Status-All — include or exclude cancelled orders as selected
- Advanced Filter — Supplier, item, item group, brand, branch, center, purchase type, and related fields.
Columns
| **Column** | **Description** |
|------------|-----------------|
| **PO Date** | Date of the purchase order. |
| **Party** | Supplier or vendor on the purchase order. |
| **PO No.** | Unique purchase order number. |
| **Due Date** | Expected delivery date for the item line. |
| **Item Name** | Name of the ordered item. |
| **Description** | Line description from the purchase order item (shown when Show Description is on). |
| **HSN Code** | Harmonized System of Nomenclature code. |
| **Item Group** | Category or group the item belongs to. |
| **Brand** | Brand of the item. |
| **Order Qty** | Quantity ordered on the line. |
| **Received Qty** | Net quantity received against the PO item (receipt notes minus returns). |
| **Balance Qty** | Order Qty minus Received Qty. |
| **Unit** | Measurement unit (NOS, KG, PCS, etc.). |
| **Rate** | Price per unit on the order line. |
| **Taxable Value** | Amount subject to tax for the line. |
| **Tax Amount** | Tax calculated on the taxable value. |
| **Total** | Line total including tax. |
| **Status** | Order fulfillment status (Approved, Received, Partial Received, Returned, Cancelled, Closed, etc.). |
Rows use the same status colors as lists elsewhere in FreeSpace: cancelled and void statuses in red, draft in grey, and pending / multi-level approval in orange/warning.
Actions
- Generate — run the report for the selected filters
- Show Description / Hide Description — toggle the line description column
- Export All — export the full report to Excel (includes Received Qty and Balance Qty)
- Print — print the report
- Advanced Filter — open additional filter fields
- clear — reset active filters
FAQ
How is this different from Order Wise Purchase?
Order Wise Purchase summarizes at the PO or invoice level. This report shows every item line on each purchase order.
How are Received Qty and Balance Qty calculated?
Received Qty is net receipt quantity for the PO item (from receipt notes, reduced by returns, plus service receipt notes for service items). Balance Qty is Order Qty minus Received Qty.
Why does a Partially Received PO not show every item when I filter Received?
Status filters apply per item line. Under Received, only lines with Received Qty greater than zero appear. Undelivered sibling lines on the same PO are excluded.
What does Partial Received mean?
The line has some received quantity and a remaining balance (Received Qty > 0 and Balance Qty > 0).
Can I filter to one PO number?
Use date and supplier filters together, or export and filter by PO No. column if a dedicated PO filter is not shown.
Are cancelled PO lines included?
Only lines matching your active filters and order status appear. Use the Cancelled status filter to include cancelled orders. Cancelled rows are shown in red.
Which purchase order statuses are included?
Depends on the status filter. By default the report includes approved and active orders in the selected period. Closed, received, and related statuses appear when they match your filters.
Why is my report empty?
No PO lines match the date range or advanced filters such as supplier, item, or branch.
Does this report show invoiced quantities?
It shows ordered and received quantities on PO lines. For invoice linkage, use Order Wise Purchase.
How do I see the item description entered on the PO line?
Turn on Show Description to add the description column for each purchase order item line.