Off contract purchasing report

You run this report to identify items that are purchased outside of a negotiated contract. This helps you identify items that may benefit from being added to a contract.

You run the report by an item or by a category of items. A category of items represents a manufacturer code, commodity code, purchasing class, or UNSPSC code.

  • Manufacturer codes identify the manufacturer

  • Commodity codes are helpful in analyzing spending patterns by type of item

  • Purchasing classes (major and minor) are another way of classifying items into "families" of like items.

  • UNSPSC codes are a standard way of categorizing items that people buy (for example, mailing supplies and office equipment)

To report on off contract purchasing

  1. Load the necessary data by running this load program. Access Utilities > Data Extraction.

    • Click the Load PO Invoice Line Data program to extract invoice line data. Select the procurement group, beginning and ending match date.

    Note: 

    You can schedule load programs to run periodically (nightly or weekly, for example). To do so, click the Schedule button and complete the appropriate fields. In this case, you do not need to manually run the load program before running the report itself.

  2. Run the Off Contract Purchasing report by accessing Inquiries And Reports > My Reports > Off Contract Purchasing.

    Use the following guidelines to enter field values.

    Item

    Select the item on which you want to report.

    Note: 

    You can report by item or category of items, but not both.

    Manufacturer Code

    Type the manufacturer code you want to report on.

    Division

    Type the manufacturing division you want to report on.

    Commodity Codes

    Type the commodity code to use for reporting.

    Purchasing Class Major and Minor

    Select the major and minor purchasing class to report on.

    UNSPSC Segment

    Type the UNSPSC segment, family, class, and commodity to report on.

    PO Date Range

    Type the purchase order from and through dates to report on.

    Print Parameters

    Indicate whether parameters are to print on the report.