Purchase Orders Table
Pull supplier purchase orders from Xero with date and status filtering. One row per Xero purchase order.
Pick a date range and the statuses you want once, and refresh the table from XO Report instead of re-exporting a CSV. Available in Excel and Google Sheets, with several organisations in one table.
Parameters
| Parameter | Required | Description |
|---|---|---|
| Date Range | Yes | Filter by order date, both end days included, with no maximum range. Delivery and expected arrival dates do not count |
| Status | Yes | Draft, Awaiting Approval, Approved, Billed, Deleted. All are ticked by default except Deleted. At least one must stay ticked |
| Contact Columns | No | Select Contact.Name, Contact.Person (first and last name of the contact person), Contact.Email, Contact.Phone, and Contact.Address in the Columns step (unticked by default) |
Output Columns
| Column | Description |
|---|---|
| PurchaseOrderNumber | Purchase order number |
| Contact | Supplier name |
| Date | Order date |
| DeliveryDate | Delivery date (blank if not set) |
| ExpectedArrivalDate | Expected arrival date (blank if not set) |
| Status | DRAFT, SUBMITTED (Awaiting Approval), AUTHORISED (Approved), BILLED or DELETED |
| Reference | Your reference |
| AttentionTo | Delivery attention line |
| Telephone | Delivery contact telephone |
| DeliveryAddress | Delivery address |
| DeliveryInstructions | Delivery instructions |
| LineAmountTypes | Exclusive, Inclusive, or NoTax |
| SubTotal | Subtotal before tax |
| TotalDiscount | Total discount on the purchase order |
| TotalTax | Tax amount |
| Total | Total amount |
| CurrencyCode | Currency |
| CurrencyRate | Exchange rate |
| UpdatedDateUTC | When the purchase order was last changed in Xero (date and time, UTC) |
| PurchaseOrderID | Xero unique identifier |
| XeroLink | Click-through link that opens the purchase order directly in Xero |
All the columns above are ticked by default. The table also adds OrgID and OrgName (prefix) and Timestamp (suffix), plus optional Contact Details columns (Contact.Name, Contact.Person, Contact.Email, Contact.Phone, Contact.Address).
The XeroLink column is ticked on by default. See Open in Xero for how the links work.
Rows: Summary only
The table gives one row per purchase order with the columns above. There is no line items mode.
Status Filters
| Status | Description |
|---|---|
| DRAFT | Draft (default) |
| SUBMITTED | Awaiting Approval (default) |
| AUTHORISED | Approved, committed but not yet billed (default) |
| BILLED | Marked as billed in Xero (default) |
| DELETED | Deleted in Xero (optional, unticked by default) |
At least one status must stay ticked. With every status unticked, the table is refused with "Select at least one status."
Open purchase orders
- Tick Approved only (add Awaiting Approval if you want those too) to list orders that are committed but not yet billed.
- Totals are order values, not unbilled balances. XO Report does not match purchase orders to bills, so a partly billed order still shows its full total until Xero marks it Billed.
Not included
- Line items
- Matching to bills, or an unbilled amount
- Filters by delivery date or by supplier
- Purchase Orders formulas (there are none)
Troubleshooting
| Issue | Solution |
|---|---|
| A purchase order is missing | Check the Status filter (Deleted is unticked by default) and that its order date (not its delivery date) falls inside the range. |
| "Select at least one status." | Every status is unticked. Tick at least one. |
Tips
- A table can hold up to 100,000 purchase orders per organisation. Narrower ranges and fewer organisations load faster
- Refresh it like any other table, in Excel or Google Sheets: see Table Refresh