diff --git a/content/applications/inventory_and_mrp/purchase/advanced.rst b/content/applications/inventory_and_mrp/purchase/advanced.rst index a37fca906..1ddd45286 100644 --- a/content/applications/inventory_and_mrp/purchase/advanced.rst +++ b/content/applications/inventory_and_mrp/purchase/advanced.rst @@ -9,3 +9,4 @@ Advanced advanced/analyze advanced/vendor_costs_report + advanced/procurement_expenses_report diff --git a/content/applications/inventory_and_mrp/purchase/advanced/procurement_expenses_report.rst b/content/applications/inventory_and_mrp/purchase/advanced/procurement_expenses_report.rst new file mode 100644 index 000000000..a50053927 --- /dev/null +++ b/content/applications/inventory_and_mrp/purchase/advanced/procurement_expenses_report.rst @@ -0,0 +1,128 @@ +=========================== +Procurement expenses report +=========================== + +.. |RFQ| replace:: :abbr:`RfQ (Request for Quotation)` +.. |RFQs| replace:: :abbr:`RfQs (Requests for Quotation)` +.. |POs| replace:: :abbr:`POs (Purchase Orders)` +.. |PO| replace:: :abbr:`PO (Purchase Order)` +.. |caret| replace:: :icon:`fa-caret-down` :guilabel:`(down)` icon +.. |per| replace:: procurement expenses report + +With the *Purchase* application, users can monitor procurement expenses over time. This report helps +companies track and analyze spending, identify cost-saving opportunities, and ensure efficient +budget management. + +Create procurement expenses report +================================== + +To create a |per|, first navigate to :menuselection:`Purchase app --> Reporting --> Purchase` to +open the :guilabel:`Purchase Analysis` dashboard. + +By default, the dashboard displays a line chart overview of the :guilabel:`Untaxed Total` of +:guilabel:`Purchase Orders` (POs) with a :guilabel:`Confirmation Date` for the current month, or of +Requests for Quotation (RFQs) with a status of *Draft*, *Sent*, or *Cancelled*. + +Add filters and groups +---------------------- + +On the top-right, click the :icon:`oi-view-pivot` :guilabel:`(pivot)` icon to switch to pivot view. + +.. tip:: + While the |per| can also be :ref:`viewed ` as a :icon:`fa-bar-chart` + :guilabel:`(bar chart)`, :icon:`fa-line-chart` :guilabel:`(line chart)`, or :icon:`fa-pie-chart` + :guilabel:`(pie chart)`, the pivot view provides the most detailed view of the data, and is the + recommended starting point. + +Remove any default filters from the :guilabel:`Search...` bar. Then, click the |caret| to open the +drop-down menu that contains the :guilabel:`Filters`, :guilabel:`Group By`, and +:guilabel:`Favorites` columns. + +.. note:: + Unless otherwise specified, the report displays data from both |RFQs| and |POs|. This can be + changed by selecting either :guilabel:`Requests for Quotation` or :guilabel:`Purchase Orders` + under the :guilabel:`Filters` column. + +Under the :guilabel:`Filters` column, select a time frame to use for comparison. The report can be +filtered by either :guilabel:`Order Date` or :guilabel:`Confirmation Date`. Choose one from the +list, and click the |caret| to specify the date range, either by month, quarter, or year. + +Next, under the :guilabel:`Group by` column, select :guilabel:`Vendor`. Then, select +:guilabel:`Product Category`, which is also located in the :guilabel:`Group By` column. + +.. note:: + The selections under the :guilabel:`Group By` heading can be altered, depending on the needs of + the individual company. For example, selecting :guilabel:`Product`, instead of :guilabel:`Product + Category`, provides a more in depth look at the performance of specific items, in place of an + entire category. + +Next, make a selection under the :guilabel:`Comparison` heading that appears. These options are only +available after the date range is selected under the :guilabel:`Filters` column, and vary based on +that range. :guilabel:`Previous Period` adds a comparison to the previous period, such as the last +month or quarter. :guilabel:`Previous Year` compares the same time period from the previous year. + +.. note:: + While multiple time-based filters can be added at once, only one comparison can be selected at a + time. + +.. figure:: procurement_expenses_report/filters-groups.png + :align: center + :alt: The drop-down menu of filters, group by and comparison options for the procurement expenses + report. + + The filter for Q2, comparison for **Previous Period**, and group-by for **Vendor** and **Product + Category** were selected. + +Add measures +------------ + +After selecting the :guilabel:`Filters`, :guilabel:`Group by`, and :guilabel:`Comparison` settings, +click out of the drop-down menu. + +By default, the report displays data with the following measures: :guilabel:`Order`, +:guilabel:`Total`, :guilabel:`Untaxed Total`, and :guilabel:`Count`. Click :guilabel:`Measures` at +the top-left to open the drop-down list of available measures. + +Click the following specific measures to include additional columns for the procurement expenses +report: + +- :guilabel:`Total` and :guilabel:`Untaxed Total`: can include one or both measures. These are + included for overall spending analysis. +- :guilabel:`Average Cost`: included to evaluate cost efficiency. +- :guilabel:`Days to Confirm` and :guilabel:`Days to Receive`: used to assess supplier performance. +- :guilabel:`Qty Ordered` and :guilabel:`Qty Received`: used to understand order efficiency. +- :guilabel:`Qty Billed` and :guilabel:`Qty to be Billed`: used to track order accuracy. + +.. tip:: + Additional measures can be included in the report, if desired, to provide additional insights. + For example, :guilabel:`Gross Weight` and :guilabel:`Volume` may be included for further + logistics and management analysis. + +After selecting all necessary measures, click out of the drop-down menu. + +.. _purchase/view-results: + +View results +============ + +After all of the filters and measures have been selected, the report generates in the selected view. + +.. image:: procurement_expenses_report/sample-per-report.png + :align: center + :alt: A sample version of the procurement expenses report. + +Click :guilabel:`Insert in Spreadsheet` to add the pivot view into an editable spreadsheet format +within the *Documents* app. + +.. important:: + The :guilabel:`Insert in Spreadsheet` option is **only** available if the *Documents Spreadsheet* + module is installed. + +.. note:: + The |per| is also available in graph view. Click the :icon:`fa-area-chart` :guilabel:`(area + chart)` icon to change to graph view. Click the corresponding icon at the top of the report to + switch to a :icon:`fa-bar-chart` :guilabel:`(bar chart)`, :icon:`fa-line-chart` :guilabel:`(line + chart)`, or :icon:`fa-pie-chart` :guilabel:`(pie chart)`. + +.. seealso:: + To save this report as a *favorite*, see :ref:`search/favorites`. diff --git a/content/applications/inventory_and_mrp/purchase/advanced/procurement_expenses_report/filters-groups.png b/content/applications/inventory_and_mrp/purchase/advanced/procurement_expenses_report/filters-groups.png new file mode 100644 index 000000000..d51b416bf Binary files /dev/null and b/content/applications/inventory_and_mrp/purchase/advanced/procurement_expenses_report/filters-groups.png differ diff --git a/content/applications/inventory_and_mrp/purchase/advanced/procurement_expenses_report/sample-per-report.png b/content/applications/inventory_and_mrp/purchase/advanced/procurement_expenses_report/sample-per-report.png new file mode 100644 index 000000000..4653119f4 Binary files /dev/null and b/content/applications/inventory_and_mrp/purchase/advanced/procurement_expenses_report/sample-per-report.png differ