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Extract a list of Purchase Orders with requestor and approver

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Posted on by Sacha E

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Is there a quick way to extract a list of Purchase Orders raised and approved between a certain period listing the requestor and the approver? Noting that we archive our Purchase Orders.

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Dynamics 365 Business Central

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DAnny3211 11,417 Super User 2026 Season 1 on at

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hello
you need development to do this, create special pages or queries, or streams
DAniele

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Valentin Castravet 32,208 Super User 2026 Season 1 on at

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I don't believe this is available out of the box in a single page or report. You will need to combine data from several pages. If you need your extract to display both open purchase orders and those deleted due to being fully received or invoiced, it gets more complex.

For open purchase orders, you can use the Purchase Orders page. For deleted purchase orders, the Purchase Order Archive page can be used. To view approval information for posted invoices, use the Posted Approval Entries page, and for unposted purchase orders, refer to the Approval Entries page. Essentially, you will need to use data from these four pages.

Valentin Castravet
Work: Zander ERP Services
Blog: Dynamics 365 Business Central Insights
LinkedIn: www.linkedin.com/in/valentin-c-0500a247/

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Sacha E 290 on at

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Thanks, that is what I thought that it wasn't as simple as being able to download straight from BC and would be data combined from a number of tables. I think we have managed to get the info we need for our internal auditors.

I did also find from the Change Log Entries that I could find history of the PO approver there from the Table Caption Purchase Header. It's a messy way of getting all the detail but it works.

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YUN ZHU 99,086 Super User 2026 Season 1 on at

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If you use this feature frequently, I think it would be best to customize it.
You can create a new page, or query or report. As long as the data is there, it is not difficult.

Another way is to export it using Configuration Package and then process it outside the system.

Hope this helps.

Thanks.

ZHU

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Sacha E 290 on at

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Thanks for the suggestion Yun. Something I am definitely considering as it sounds like this is going to be an annual request.

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