Purchasing dashboards and reports

Buyer Performance

These KPIs display across the top of the dashboard:

• Total PO Line Amount - displays the Total PO Line Amount filtered by the query used in the dashboard. By default, the Total PO Line Amount for the current period range is displayed. That is, on December 20 you would see all the activity from December 1- December 20. Use these filters to slice the data:
  • Company
  • Buyer Name
  • Vendor
  • Manufacturer Code
  • Manufacturer Division
  • Date Range
• PO Count - a cumulative count of all Purchase Orders created within the date range and other attributes selected in the filters
• PO Line Count - cumulative count of PO Lines created within the date range and other attributes queried
• Average PO Line Value -
• Open PO Lines - displays the count of PO Lines remaining open for all buyers created within the date range of the query

This dashboard contains these reports:

• Total Product by Buyer is a ranked bar chart which displays the total product amount purchased by Buyer, high to low. Use the filter attributes on the dashboard to slice the data. Click the report to drill across to the Purchase Order Headers report.
• POs by Buyer is a ranked bar chart showing PO Count by Buyer, high to low. Use the filter attributes on the dashboard to slice the data. Click the report to drill across to the Purchase Order Headers report.
• PO Lines by Buyer shows the count of PO Lines by Buyer high to low, over the date range queried. Use the filter attributes on the dashboard to slice the data. Click the report to drill across to the PO Lines report.
• Open POs by Buyer is a ranked bar chart showing the Open PO Count by Buyer. Open POs are either unreceived, unmatched, or both. Use the filter attributes on the dashboard to slice the data. Click the report to drill across to the Buyer Expediting report.
• Open PO Lines by Buyer is a ranked bar chart showing the count of Open PO Lines by Buyer high to low, over the date range in the query. Open PO Lines are either unreceived, unmatched, or both. Use the filter attributes on the dashboard to slice the data. Click the report to drill across to the Buyer Expediting report.

Buyer Expediting Report - Open Purchase Orders and Open PO Lines

The Buyer Expediting Report - Open Purchase Orders and Open PO Lines was created to show any PO lines remaining open that are keeping purchase orders from closing.

To close, a PO Line must be:

• Fully received and invoiced
• Partially received, partially invoiced and/or any remaining quantities canceled
• The line is fully canceled, that is no receipt or invoice

For a Purchase Order header to close, all lines must be closed or canceled. After the total closed and canceled lines equal the number of PO Lines, the PO Header can close. Running the program Close Purchase Order Headers completes the process.

Buyer Messages

This dashboard contains these reports:

• Manual Buyer Messages by Status is a stacked bar chart showing manual buyer messages by their status. Use these filters on the dashboard to slice the data:
  • Date Range
  • Buyer
  • Ship To Location
  • Vendor
  • PO Number
• Receiving Buyer Messages by Status is a stacked bar chart showing receiving buyer messages by their status. Use these filters on the dashboard to slice the data:
  • Date Range
  • Buyer
  • Ship To Location
  • Vendor
  • PO Number
• Buyer Message Detail shows details about the messages in a tabular format. Use these filters on the dashboard to slice the data:
  • Buyer
  • Company
  • Date Range
  • PO Number
  • Ship To Location
  • Vendor

Spend Overview

The dashboard has these KPIs:

• Total Spend is the measure Invoice Extended Amount from the Payables Invoice Distribution subject area. The Spend or Invoiced Amount is based on the query parameters or filter selections on the right hand side of the Price Parity dashboard. The default settings display invoice activity for the current period, that is Month Start Date to Current Date. Invoice Extended Amount can be sliced by Vendor, Item, Manufacturer Code and Division. Company or PPE changes the value displayed in this KPI based on invoice activity during this period.
• Match Cost Variance is the sum total of Invoice cost variances between the PO Unit Cost and the Invoice Unit cost of an item. The total Match Cost Variance is summarized within the query parameters set in the dashboard filters. By default, the results show the current month to date summary.
• On Contract Spend is the total value of invoices within the query parameters that is used contract pricing. The KPI value can be filtered by the attributes in these embedded filters:
  • Date Range
  • Item
  • Vendor
  • Manufacturer
  • Mfr Division
  • Company
  • Critical Item
  • PPE

  Click the KPI to drill across to the On Contract Spend dashboard.

• Off Contract Spend is the total value of invoices within the query parameters that had a contract price available but was not used. The KPI value can be filtered by the attributes in the embedded filters:
  • Date Range
  • Item
  • Vendor
  • Manufacturer
  • Mfr Division
  • Company
  • Critical Item
  • PPE

  Click the KPI to drill across to the Off Contract Spend dashboard.

• No Contract Spend is the total value of invoices within the query parameters that did not have contract pricing in the system. The KPI value can be filtered by the attributes in the embedded filters:
  • Date Range
  • Item
  • Vendor
  • Manufacturer
  • Mfr Division
  • Company
  • Critical Item
  • PPE

  Click the KPI to drill across to the Non Contract Lines dashboard.

This dashboard contains these reports:

• Top 10 Vendor Spend is a colored tree chart that displays the size of spend per Vendor. The larger the rectangle, the larger the spend. You can make a value comparison between the top 10 places you have spent within the date range and filters selected. The filters that apply to the report are:
  • Date Range
  • Item
  • Vendor
  • Manufacturer Code
  • Company
  • Critical Item
  • PPE

• The Price Parity Summary report is used to find potential savings opportunities. Items are listed by UOM and the potential savings amount, high to low, along with the quantity purchased and the invoiced amount of the item. You can see the same item more than once in the list if it has been invoiced in multiple UOMs.

  Next we include the minimum and the maximum unit cost for the item and a contract price within the date range/filters selected on the dashboard if one exists. The difference between the Min and Max unit costs are shown as the Min/Max Variance.

  Potential Savings is a calculation derived by finding the difference between minimum and maximum costs of the item and multiplying that difference against the quantities purchased higher than min cost.

  For example, when an item was purchased twice:

  

  The Cost Variance is 25 (100 - 75).

  Potential savings is 25 * 6 = 150.

  To see the purchases and invoices creating this summary of item spend, click the item and drill into the Price Parity Detail report.

Price Parity Vendor Detail

Price Parity Vendor Detail supports the Price Parity Summary report by displaying the invoiced amounts by Vendor and unit cost for the item you clicked on in the summary report. Potential savings are shown with the quantity, minimum, and maximum unit costs. The variance between minimum and maximum unit cost is included.

Potential Savings is a calculation derived by finding the difference between minimum and maximum costs of the item and then multiplying that difference against the quantities purchased higher than min cost.

For example, an item was purchased twice:

The Cost Variance is 25 (100 - 75).

Potential savings is 25 * 6 = 150.

PO Spend

The PO Spend dashboard provides a summary of Spend activities in the Purchasing area sliced by the Vendors most often used. The KPIs for the dashboard are:

• POLine Extended Amount
• On Contract Spend
• OffContract Spend
• NoContract Spend

The default perspective of the dashboard is to display activity in the current month. When you specify date ranges or a specific vendor. the KPI values and all reports also reflects those query selections.

This dashboard contains these reports:

• Purchasing Velocity provides a summary of frequently purchased items ranked by the amount spent. You can click the item to drill to the Purchasing Velocity Detail dashboard for more information.
• Purchase History by Vendor displays Vendor purchase history. The report shows the details of the Purchase Order such as the Item, Quantity, Contract, Unit cost, and Total cost.
• Top10 Vendors - Off Contract Spend ranks the top 10 Vendors by Total Amount spent that is Off Contract.
• Top Vendor Spend ranks the top 10 Vendors by the total Purchase Order Amount. The filters used for slicing data are:
  • Company
  • Date Range
  • Item
  • Manufacturer Code
  • Vendor

Purchasing Velocity Detail

Purchasing Velocity Detail shows more information to support the purchasing velocity report. The data in the report can be sliced by these attributes:

• Buyer Name
• Company
• Contract
• Date Range
• Item
• PO Number
• Requester Name
• Requesting Location
• Vendor

PO Non stock

The PO Non stock dashboard shows information about non stock items purchases.

This dashboard contains these reports:

• PO Non Stock – Line Count is a cross tab report showing non stock items purchased per Year/Month
• PO Non Stock Detail shows line information of non stock items purchased.

  The filters used for slicing data are:

  • Company
  • Purchase Order Date
  • Vendor
  • Item

Performance - Actuals

The Actuals report combines data from both Purchasing and Payables processes.

The measurements are based on the Perfect Order principles and these reports show the actual amount or the values of the percentages on the Performance - Metrics dashboard. A single vendor can be selected to highlight their activity and performance across the system, leaving the Vendor filter empty showing performance for all vendors.

• Invoice Amount by Contracted Send Type shows the total distribution amount for this vendor sliced by spend category detail. All spend categories such as on/off/non-contract invoice debits, credits, tax type debits and credits, expense debits, and credits are included. This report drills across to the PO Distribution report which shows the account string for the spend distributions here.
• Lines by Contracted Spend Type is a line/trend chart showing the number of invoice lines for that vendor by contracted spend type over the date range selected. Data in the chart can be sliced by these filters:
  • Date Range
  • Vendor
  • Contract
  • Item
  • Spend Category Detail
  • Company
  • Contract Group
  • Contract Type.

Performance - Metrics

The Performance dashboards are scorecards based on the SMMI Perfect Order metrics used to measure how a vendor performs.

• The Perfect Order Metrics chart has a column that corresponds with each column in the Performance Period Over Period report on the dashboard. Each column represents the summary value for that column over the periods in the report. The metrics in the chart can be sliced by:
  • Date Range
  • Vendor
  • Company
  • Buyer Name.

  You can remove specific columns on the chart by clicking the corresponding colored bubble in the legend.

• Performance Period over Period is a detailed look at a vendor's performance in a variety of criteria, period over period, with an overall summary score which is reflected in the Perfect Order Metrics chart.

  The goal is to see all processes run smoothly over and over again and evaluate how smoothly things run on the average. These criteria provide decision support for vendor negotiations. We give each criteria a score from 0 to 100% based on the count of activities in a category each period. These become the metrics against which we measure performance. Each metric is considered a KPI which is used to analyze ordering, receiving, invoicing, and payment processes for an individual vendor.

  The criteria the metrics are based on are:

  • POs that are transmitted via EDI
  • Orders that are received on time
  • Orders delivered at the correct location
  • Undamaged orders
  • Completed shipping
  • Electronic Invoice
  • Electronic Payment
  • Payment on Time
  • Payment in Full
  • Value of orders that are On Contract
  • PO Lines that are On Contract

PO Headers

PO Headers shows a list of purchase orders by date. The details include Buyer, PO Number, Vendor, Ship to Loc, Issue Method, PO Status, Total Product Amount, Tax Amount, Taxable Amount and Percent On and Percent Off Contract.

Click the link in the PO Number field drills across to Purchase Order Lines which then displays the lines for the Purchase Order drilled on.

You can click the Vendor field and the link will drill across to PO Lines, but this drill from the Vendor field lists PO lines for the vendor clicked and the other filters selected in the dashboard.

The filters used for slicing data are:

• Vendor
• Company
• Buyer Name
• Date Range
• PO Number
• PO Status
• Ship To Location

PO Distributions

PO Distributions displays the expense distribution information for Purchase Orders. This is accessible by drilling from several report and charts in the purchasing area to get to this specific account information. Attribute filters embedded along the top of the dashboard allow users to further refine or slice the data using transaction attributes. For example, the specific Invoice or PO, the originating Requisition, Requesting Location, Ship To Location, Item, Item Type, Accounting Entity, Company, Fin Dimensions 1- 4, Vendor, Item, Item Type, UOM, Contract, or Spend Category Details.

PO Lines

PO Lines shows detail on PO lines such as Buyer and Vendor, along with the transaction attributes from processing and source information. It is a destination for drills from other content in purchasing area: Buyer Performance, PO Headers, and so on.

The PO Nbr column has a hyperlink which opens the document management application (IDM) and return the search results for the Company and Purchase Order value on the record.

Filters on the dashboard for slicing data are:

• Buyer name
• Company
• Contract
• Item
• PO Line Number
• PO Number
• Spend Category
• Vendor
• Date Range

POs by Delivery Date

POs by Delivery Date displays a list of PO lines with purchasing detail in Early Delivery Date order. Click the link on the PO number to drill back to the application to view the purchase order.

Data in the report can be sliced by using the embedded filters in the dashboard:

• Company
• Contract
• Critical Item
• Date Range
• Item
• PPE
• PO
• Ship To Location
• Vendor

Delinquent POs

• On Time Delivery is a trend chart showing the recent activity of PO Lines Received Late (after the early delivery date on the line) versus PO Lines Received overall in the same date range.
• Delinquent POs displays a list of Purchase Order Lines that were received late. The report is configured to show PO lines 5 days or more late, you can change that range by editing the report if you like. Details such as the Early Delivery Date and actual Receipt Date are included as well as the Item, Vendor it came from, Buyer who ordered the product, days late, etc are included.

  Data in the report can be sliced by:

  • Vendor
  • PO Number
  • Item
  • Ship To Location
  • Company
  • Date Range

PO Receipt Lines

PO Receipt Lines displays a detailed report that lists purchase order receipt lines. It shows year/month, ship to location, buyer name, PO number, vendor number, vendor name, item number, item description, item type, on order quantity, receipt line count, receipt quantity, quantity shipped complete, quantity received on time, received quantity, PO lines to correct location, received late, received on time, lines not shipped complete, and unmatched PO line count.

The filters used for slicing data are:

• Company
• Buyer
• Contract
• Item
• PO Line and PO Number
• Process Level
• Ship to Location
• Vendor

Receipt Volume by Location

• Receipt Volume by Location is a tabular report that shows total receipt count, receipt line count, receipt quantity, awaiting inspection quantity, rejected quantity, purchase order lines received, unreceived and over received by Ship to Location, Company, and Date.
• The report is sliced by the filters embedded in the dashboard:
  • Ship To Location
  • Company
  • Vendor
  • PO Number
  • Item
• Receipts by Location is a pie chart showing the percent of Receipt Headers by Location; hovering over the chart will show the Receipt Header count by Location. By default it shows the volume of receiving activity across ship to locations for the current period.

  The chart is sliced by the filters embedded in the dashboard:

  • Date Range
  • Ship To Location
  • Company
  • Vendor
  • PO Number
  • Item
• On Time Delivery shows the count of purchase order lines that were received on time vs those that were received late. On Time delivery = Receipts on or before the Early Delivery Date.

  The chart is sliced by the filters embedded in the dashboard:

  • Ship To Location
  • Company
  • Vendor
  • PO Number
  • Item

Receiving Activity

• On Time Delivery shows the count of purchase order lines that were received on time vs those that were received late. On Time delivery = Receipts on or before the Early Delivery Date.

  The chart is sliced by the filters embedded in the dashboard:

  • Ship To Location
  • Company
  • Vendor
  • PO Number
  • Item
• Fill Rate is a trend chart that shows the PO Line Quantity Ordered vs Quantity Received over time.

  The chart is sliced by the filters embedded in the dashboard:

  • Ship To Location
  • Company
  • Vendor
  • PO
  • Item
• On Order Quantity by Location is a pie chart that shows the Unreceived quantity of Items sliced by Ship To Location.

  The chart is sliced by the filters embedded in the dashboard:

  • Ship To Location
  • Company
  • Vendor
  • PO
  • Item
• Lines Not Shipped Complete compares PO Lines where the Ordered Quantity was received on one receipt vs PO Lines where the Ordered Quantity was received over multiple receipts The chart can be sliced by Ship To Location, Company, Vendor, PO and Item.
• PO Received vs Receipt Lines compares PO Lines received vs PO Receipt Lines over time.

  The chart is sliced by the filters embedded in the dashboard:

  • Ship To Location
  • Company
  • Vendor
  • PO
  • Item
• Unreceived and Unmatched PO Lines compares Unreceived PO Lines to PO Lines that are Unmatched.

  The chart is sliced by the filters embedded in the dashboard:

  • Ship To Location
  • Company
  • Vendor
  • PO
  • Item

Buying Trends

The Buying Trends dashboard shows the different behavior of each buyer due to several factors, such as the vendor where they order the items, if the transaction will be ON or OFF Contract, or how many PO lines they have in the order on a specific period. All detail reports with hierarchy are collapsed to show the highest level only. To view more details, click to expand.

This dashboard contains these reports:

• The Vendor Orders by Buyer report shows the number of POs for each vendor per buyer. When a user clicks on the vendor name in the chart they will jump to the Purchase Order Line Detail dashboard.
• The Unreceived and Unmatched PO Lines report shows the number of PO lines, unreceived PO lines, and unmatched PO lines by purchase order date. Clicking any PO Line count in each date in the graph redirects you to the Purchase Order Line Detail dashboard.
• The Percent On Off Contract report compares the percentages of order quantities on contract to those off contract by purchase order date. Clicking any Percent Order Quantity (On Contract or Off Contract) in each date in the graph redirects you to the Purchase Order Line Detail dashboard.
• The PO Lines per Buyer report shows PO line count per buyer by purchase order date. Clicking the PO Line Count of any buyer in each date in the graph redirects you to the Purchase Order Line Detail dashboard.

The filters used for slicing data are:

• Company
• Buyer Name
• Critical Item
• Item Type
• Personal Protective Equipment
• Vendor
• Date Range

Monthly Vendor Performance

The Monthly Vendor Performance dashboard shows how each vendor performed over a specified time period.

The criteria are:

• POs that are Electronically transmitted
• POs that are transmitted via EDI
• Completed shipping
• Orders delivered at the correct location
• Orders that are received on time
• Undamaged orders
• Value of orders that are on contract
• PO Lines that are on-contract

This dashboard contains these reports:

• The Monthly Vendor Performance report shows percent POs transmitted EDI, percent electronically transmitted POs, percent order value on contract, percent shipped complete, percent delivered to correct location, percent received on time, and percent undamaged which receives the month and all attributes selected in the filters on the Vendor Performance dashboard.
• The Monthly Performance by Vendor report shows summarized monthly statistics by Vendor for their POs. Ranking is applied. Report has drill Across function. When you click the Vendor Number, you are redirected to the Purchase Order Line Detail dashboard.

The filters used for slicing data are:

• Buyer Name
• Company
• Vendor
• Date Range

Performance by PO

The Performance by PO dashboard shows how the status of each purchase order transaction each month of the year.

This dashboard contains these reports:

• The Monthly Vendor Performance report shows percent POs transmitted EDI, percent electronically transmitted POs, percent order value on contract, percent shipped complete, percent delivered to correct location, percent received on time, and percent undamaged which receives the month, vendor, and all attributes selected in the filters.

  The Performance by PO report shows summarized statistics for the POs for this vendor in a specific month. Report has drill Across function. When you click the PO Number, you are redirected to the Purchase Order Line Detail dashboard.

The filters used for slicing data are:

• Buyer Name
• Company
• PO Number
• Vendor
• Date Range

PO Item Detail dashboard

The PO Item Detail report displays details of items on PO lines. The detail includes vendor number, buyer, company, PO number, PO line number item number, item description, UNSPSC codes, manufacturers, contract, quantity, receipt quantity, matched quantity, entered unit cost, matched unit cost, matched line value, and PO line extended amount.

The filters used for slicing data are:

• Company
• Contract
• Currency
• Date Range
• Item
• Item Type
• Manufacturer Code
• Manufacturer Division
• Manufacturer Number
• PO Line Number
• PO Number
• UNSPSC Class
• UNSPSC Commodity
• UNSPSC Family
• UNSPSC Segment
• Vendor

Purchase Order Line Detail

The Purchase Order Line Detail is detail report of the PO, month, vendor, and all attributes selected in a filter from previous dashboard (performance by PO) that shows company, PO number, PO line number, item number, item description, item description 2, quantity in stock UOM, stock UOM, entered unit cost, PO line extended amount, received quantity, matched quantity, open order quantity, req number, req line number, item type, buyer name, spend category, vendor number, vendor name, supplier, contract, manufacturer code, and manufacturer number.

The filters used for slicing data are:

• Buyer name
• Company
• Contract
• Item
• PO Line Number
• PO Number
• Spend Category
• Vendor
• Date Range

Purchasing Analysis

The Purchasing Analysis dashboard contains these reports:

• The Purchases by Vendor report shows count of PO lines in a period per vendor.

  The Unreceived and Unmatched PO Lines report shows the number of PO lines, unreceived and unmatched PO lines over time. When a user clicks on the po line count the user jumps to the Purchase Order Line Detail dashboard.

  The Matched / Unmatched PO Lines report compares invoiced, matched and unmatched PO line counts, along with PO line count in each period. Clicking PO line count redirects you to the Purchase Order Line Detail dashboard.

  The PO Lines per Buyer report shows PO Line count in a period per buyer. This report has a drill across. When you click the PO Line Count of any buyer, you are redirected to the Purchase Order Line Detail dashboard.

The filters used for slicing data are:

• Buyer Name
• Company
• Contract
• Item
• PCard
• PO Line Number
• PO Line Status
• PO Number
• PO Status
• Process Level
• Ship To Location
• Sourcing Event
• Vendor
• Date Range

Purchase Order Header detail

The Purchase Order Header detail dashboard shows a list of purchase orders by date The details include buyer name, PO number, vendor number, vendor name, ship to location, issue method, PO status, total product amount, total tax amount, total taxable amount, percent order quantity on contract, and percent order quantity off contract.

The report can drill to Purchase Order Line Detail and pull the lines for the Purchase Orders in the summary report. It can drill to Vendor Purchase Orders dashboard and filter the results by the date range and vendor selected.

The filters used for slicing data are:

• Buyer Name
• Company
• PO Number
• PO Status
• Ship To Location
• Vendor
• Date Range

Vendor Purchase Orders

The Vendor Purchase Orders is a detailed report that shows POs for a selected vendor. The measures include PO line extended amount, on contract value, off contract value, extended receipt value, PO Line count, PO lines received, matched PO line count, Open PO Line Count, receipt line count, and no contract value.

The filters used for slicing data are:

• Company
• Date Range
• PO Number
• PO Status
• Vendor

Purchasing Velocity Detail

The Purchasing Velocity Detail shows more detailed information on the purchasing velocity report that replaces the data driven dashboard that was originally built. This includes item long name, vendor long name, PO date, buyer name, requester name, requesting location name, PO number, PO code, PO line, contract, vendor item, quantity, UOM, cost, and extended cost.

The filters used for slicing data are:

• Buyer Name
• Company
• Contract
• Date Range
• Item
• PO Number
• Requester Name
• Requesting Location
• Vendor

Purchase Order Spend

The Purchase Order Spend dashboard provides a summary of Spend activities in the Purchasing area sliced by the Vendors most often used. Across the top of the dashboard are four KPIs:

• PO Line Extended Amount
• On Contract Spend
• Off Contract Spend
• No Contract Spend

The dashboard defaults to show the activity in the current month. You can specify date ranges to inquire on other ranges of time. When the dashboard is filtered by a specific vendor, the KPI values and all reports or charts display that vendor alone.

This dashboard contains these reports:

• The Purchasing Velocity report provides a summary of frequently purchased items ranked by the amount spent. User may click on the item to drill to the PO details.
• The Purchase History by Vendor report displays Vendor purchase history. The report shows the details of the Purchase Order such as the Item, quantity, contract, unit cost and total cost.
• The Top 10 Vendors- Off Contract Spend report ranks the top 10 Vendors by Total Amount spent that is Off Contract.
• The Top Vendor Spend report ranks the top 10 Vendors by the total Purchase Order Amount.

The filters used for slicing data are:

• Company
• Date Range
• Item
• Manufacturer Code
• Vendor