What does the tspoonlab purchases report show and how do you use it?
This article shows you how to use the "Purchases report" in tspoonlab to find out how much you’ve bought in a period and how it compares with the previous one, which suppliers and ingredients you buy most, and which purchases are pending to be received, invoiced or paid. You’ll also see how to filter it, how to export each block to Excel and what to check if the data doesn’t add up.
This article is for managers and purchasing, administration or cost control managers who analyse their business’s purchases in tspoonlab. You need a user profile with the "Reports" permission.
The "Purchases report" in tspoonlab brings together your suppliers’ orders, delivery notes and invoices for a period. It separates what has been received, with an entry in the store, from what hasn’t been received: orders whose delivery note hasn’t been received yet and items on a delivery note that weren’t marked as received. Within what has been received, it also shows which part is already on an invoice and which part is pending to be invoiced.
How do you open the purchases report in tspoonlab?
To open the "Purchases report" in tspoonlab:
Click "Analysis", in the black bar at the top, and then "Reports".
Click the reports dropdown, at the top left, and select "Purchases report".
tspoonlab opens the report with the current month and the active Cost Centre. The period you’re viewing appears below the report name, for example October 2026.
How do you choose the period of the purchases report?
The period of the "Purchases report" in tspoonlab is chosen with the dropdowns at the top right:
Month and year: choose the month and year you want to analyse.
"Show by week" or "Show by day": groups by week or by day the chart data of the "Total purchases" and "Ratios" blocks.
"Compare with previous period" or "Compare with last year": choose which period the charts and ratios are compared with. With the previous period, August is compared with July; with last year, August 2026 is compared with August 2025.
Orange arrows: move to the previous or next period.
💡 Tip: For a fair comparison, compare full months. If you compare the current month, which hasn’t finished yet, with a closed month, the drops you see may just be due to the days still to come.
How do you filter the purchases report by Cost Centre, supplier or other data?
Below the period dropdowns, the "Purchases report" in tspoonlab has a row of filters. To choose the Cost Centres for the report:
Click the Cost Centre filter.
Tick one or more Cost Centres. To find one, type its name in "Description..."; to tick them all, click "Select all".
Click "Select". The report adds up the data of all the ticked Cost Centres.
As well as the Cost Centre, you can filter the "Purchases report" by "Ingredients...", "Category...", "Suppliers...", "Account..." (analysis account) and "Business lines..." (business line).
📢 Important: If your account has a master Cost Centre that you only use to manage ingredients and suppliers, don’t tick it together with the other Cost Centres, as this centre doesn’t receive purchases and the information it generates may be distorted.
What does the “Total purchases” block show?
The "Total purchases" block of the "Purchases report" in tspoonlab summarises the amount of purchases for the period in three columns:
"Received": the delivery notes received, with an entry in the store.
"Not received": orders whose delivery note hasn’t been received yet and items on a delivery note that weren’t marked as received.
"Total": the sum of the two columns.
Below, the "Total purchases" block divides what has been received into two rows: "Total on invoice", what has been received and is already included on an invoice, and "Total pending", what has been received and hasn’t been invoiced yet.
Example of reading "Total purchases":
This month you’ve received €5,610.94 in delivery notes and you have a sent order of €80 whose delivery note hasn’t arrived yet.
"Received" shows €5,610.94, "Not received" €80 and "Total" €5,690.94.
Of the €5,610.94 received, €948.60 is already on an invoice: "Total on invoice"shows €948.60 and "Total pending", €4,662.34, because €948.60 + €4,662.34 = €5,610.94.
The "Total purchases" chart shows the purchases for each day or week and, in black, the comparison period. With "Selected period", "Previous" and "By Cost Centre"you change what the chart shows.
To download the reports of the "Total purchases" block, click the three dots at the top right of the block and select one of these options:
"Export report (XLSX)": the amount of purchases for each day of the period.
"Export purchase lines (XLSX)": one row for each delivery note line, with the delivery note number, date, supplier, tax ID (NIF), ingredient, category, base price, unit, quantity, store, analysis account, amount and VAT.
Image: Summarised Total purchases report.
Image: Total purchases report detailed by delivery note line.
What does the “Ratios” block show?
The "Ratios" block of the "Purchases report" in tspoonlab shows the amount of "Purchases", the "No. of delivery notes" and the "No. of invoices" for the period. Below each figure is the % variation compared with the comparison period. For example, 467% on delivery notes means you’ve received 467% more delivery notes than in the comparison period.
The "Ratios" block is viewed on screen and can’t be exported to Excel.
What does the “Suppliers with most purchases” block show?
The "Suppliers with most purchases" block of the "Purchases report" in tspoonlab shows the total amount bought from each supplier in the period, from highest to lowest. Click "More data..." to see, for each supplier, the "Received", "Not received", "%" and "Total" columns, with a green or red arrow if the amount has gone up or down compared with the comparison period.
Click the arrow next to the supplier’s name to see their orders, with the date, the amount not received and the total amount of each one. Each order’s icon shows its status; you’ll find the meaning of each icon in Generate and send purchase orders.
To see the amounts with VAT in the "Suppliers with most purchases" block, click the block’s three dots and select "View with taxes".
To download the "Suppliers with most purchases" report, click the three dots at the top right of the block and select "Export report (XLSX)". This report shows each supplier with their tax ID (NIF), the amount received, the amount pending and the total amount for the period.
📢 Important: If an order that has already been received shows an amount in "Not received", some line wasn’t marked as received when the delivery note was received. Those items haven’t entered the store or updated their price. If they did actually arrive, receive the delivery note again from the purchase’s three dots with "Receive" and mark them as received.
What does the “Suppliers with most delivery notes” block show?
The "Suppliers with most delivery notes" block of the "Purchases report" in tspoonlab shows how many delivery notes you’ve received from each supplier in the period, from highest to lowest. It helps you see which suppliers deliver most often, for example to group orders.
When you expand the red arrow, you can see the number of delivery notes from each supplier grouped by month of the year.
The "Suppliers with most delivery notes" block is viewed on screen and can’t be exported to Excel.
What does the “Most purchased ingredients by amount” block show?
The "Most purchased ingredients by amount" block of the "Purchases report" in tspoonlab sorts ingredients by the amount bought in the period, from highest to lowest, that is, the ingredients that weigh most in your spending. For each ingredient it shows the quantity bought, the maximum, minimum, average, initial and final prices for the period and the price variation.
The variation compares the highest price with the lowest price of the period in each Cost Centre: (maximum price − minimum price) ÷ minimum price.
Example:
You buy tomatoes at €2.00/kg, which is your minimum price for the month, and at €2.50/kg, which is your maximum price.
(€2.50 − €2.00) ÷ €2.00 = 0.25, that is, a variation of 25%.
By default, the "Most purchased ingredients by amount" block shows only received purchases, because the "Show only received" option in the three-dot menu is ticked. To also include purchases not received, untick "Show only received".
To download the "Most purchased ingredients by amount" report, click the three dots at the top right of the block and select "Export report (XLSX)". This report shows Ingredient, Category, Quantity, Unit, Maximum price, Minimum price, Initial price, Final price, Variation and Total amount.
What does the “Most purchased ingredients by quantity” block show?
The "Most purchased ingredients by quantity" block of the "Purchases report" in tspoonlab sorts ingredients by the quantity bought in the period, from highest to lowest, in their unit of measure.
By default, the "Unit" filter of the "Most purchased ingredients by quantity" block shows the ingredients you buy in kilos ("Kg"). To analyse another unit, choose it in "Unit". To see the ingredients of all units at once, click the cross on the "Unit" filter.
To see the quantity bought from each supplier and the price evolution of an ingredient, select the ingredient and click "Price evolution".
The "Most purchased ingredients by quantity" block has two exports. Click the three dots at the top right of the block and select one of these options:
"Export report (XLSX)": the summarised report, with Ingredient, Category, Quantity and Unit, only for the filtered unit (in the example, "Kg").
"Export detailed report (XLSX)": the full report, with Ingredient, Category, Supplier, Cost Centre, Amount, Quantity, Unit and Price.
As in "Most purchased ingredients by amount", the "Show only received" option is ticked by default.
Image: "Most purchased ingredients by quantity" report from "Export report (XLSX)".
Image: "Most purchased ingredients by quantity" report from "Export detailed report (XLSX)".
📢 Important: The "Most purchased ingredients by quantity" block compares quantities in each ingredient’s unit. If you remove the "Unit" filter and see all units at once, an ingredient recorded in grams will look more purchased than one recorded in kilos, even if it isn’t. To compare correctly, leave the block filtered by a single unit and record your ingredients in consistent units, such as kg, L, unit or bottle.
What does the “Purchases by analysis account” block show?
The "Purchases by analysis account" block of the "Purchases report" in tspoonlab shows, for each analysis account (food, drink, cleaning…), the "%" it represents of total purchases and its "Amount". A red down arrow shows that the amount has gone down compared with the comparison period. The chart on the left compares the period’s "Amount" with that of the "Previous period". Purchases of ingredients without an analysis account appear separately, on their own line.
To download the "Purchases by analysis account" report, click the three dots at the top right of the block and select "Export report (XLSX)". This report shows each analysis account with the % it represents of total purchases and its amount. As in the ingredient blocks, the "Show only received" option is ticked by default.
📌 Note: In the Excel file of the "Purchases by analysis account" report, the “Variation” column shows the % each account represents of total purchases, not the variation compared with the previous period. For example, 0.62 means that account makes up 62% of purchases for the period.
What does the “Suppliers with most received purchases not invoiced” block show?
The "Suppliers with most received purchases not invoiced" block of the "Purchases report" in tspoonlab shows, by supplier, the received delivery notes that aren’t yet on any invoice. With the dropdown below the title, you change the list of suppliers according to the status of their purchases:
"Suppliers with most purchases not sent"
"Suppliers with most purchases pending approval"
"Suppliers with most purchases not received"
"Suppliers with most received purchases"
"Suppliers with most purchases with incidents"
"Suppliers with most scanned purchases pending validation"
"Suppliers with most received purchases not invoiced"
"Suppliers with most received purchases invoiced"
"Suppliers with most received purchases invoiced and posted"
"Suppliers with most received purchases invoiced and not posted"
"Suppliers with most received purchases invoiced and validated"
"Suppliers with most received purchases invoiced and not validated"
To see a supplier’s orders, click the arrow next to their name: tspoonlab shows each order with its date and its "Received", "Not received" and "Amount" amounts.
The "Suppliers with most received purchases not invoiced" block has two exports. Click the three dots at the top right of the block and select one of these options:
"Export report (XLSX)": the details purchase by purchase.
"Export report by supplier (XLSX)": the purchases summarised by supplier.
Image: Detailed "Suppliers with most received purchases not invoiced" report.
Image: "Suppliers with most received purchases not invoiced" report summarised by supplier.
What does the “Paid invoices” block show?
The "Paid invoices" block of the "Purchases report" in tspoonlab shows the invoices for the period marked as paid, with their number, date, due date and amount, and shows whether they’ve been reviewed, validated or posted. Click an invoice’s red arrow to see its details: ingredient, analysis account, VAT and amount.
To download the "Paid invoices" report, click the three dots at the top right of the block and select "Export report (XLSX)". This report shows Supplier, Cost Centre, Invoice number, Date, Due date, Status, Payment type and Amount.
Image: "Paid invoices" report.
What does the “Unpaid invoices” block show?
The "Unpaid invoices" block of the "Purchases report" in tspoonlab shows the invoices for the period pending payment, with the same data as "Paid invoices": number, date, due date, amount and whether they’ve been reviewed, validated or posted. Click an invoice’s red arrow to see its details.
To download the "Unpaid invoices" report, click the three dots at the top right of the block and select "Export report (XLSX)". This report shows the same columns as the "Paid invoices" report.
Image: "Unpaid invoices" report.
Why doesn’t the data in the purchases report add up?
The "Purchases report" in tspoonlab only shows what has been recorded. If a figure doesn’t add up, check these points:
Orders not received or duplicated: a sent order that hasn’t been received adds up in "Not received". If you uploaded the delivery note separately, the order is still pending and the amount is counted twice. Delete the orders and carts you’re no longer going to receive.
Lines not associated: the lines of a delivery note that aren’t associated with an ingredient don’t add up in the report.
Prices at €0 or with the wrong unit: a purchase format error makes the price variation and the quantities shoot up; check it in "Most purchased ingredients by amount".
Ingredients without an analysis account: their purchases appear separately in "Purchases by analysis account". Assign them an account from the Ingredient Page or from "Options" > "Analysis accounts".
Expenses that aren’t raw materials: if you record rent, utilities or maintenance as ingredients, they also add up in total purchases.
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