Purchase Reporting and Analysis
Analyze procurement efficiency, evaluate vendors and track key metrics
The Purchase module provides powerful Purchase Analysis tools to analyze procurement activities in detail, helping management make optimal decisions about vendors, products and procurement processes.
Purchase reporting allows tracking important metrics such as order processing time, on-time delivery rate, average cost and performance of each vendor.
Access Purchase Analysis
Go to Purchase → Reporting → Purchase Analysis to open the analysis tool.
Key points
• Displays data from all purchase orders
• Supports multiple views: Graph, Pivot, List
• Allows flexible data filtering and grouping
• Export data to Excel for deeper analysis
Key Metrics
Purchase KPIs
| Metric | Meaning | Calculation |
|---|---|---|
| Days to Confirm | Days from creation to confirmation | Confirmation Date - Order Date |
| Days to Receive | Days from confirmation to receipt | Receipt Date - Confirmation Date |
| Average Cost | Average cost | Total Amount / Quantity |
| On-time Delivery Rate | On-time delivery rate | (On-time Orders / Total Orders) × 100% |
| Late Receipt | Late receipts | Orders received after Expected Arrival |
| Not Acknowledged | Unacknowledged orders | Orders not confirmed by vendor on portal |
Analysis by Vendor
Evaluate performance of each vendor:
Steps
1. Go to Purchase Analysis
2. Click Group By → Vendor
3. View total purchase value by vendor
4. Compare Days to Receive between vendors
5. Check Late Receipt rate
6. Identify vendors with best on-time delivery
7. Evaluate vendors with competitive costs
Analysis by Product
Track costs and purchase trends by product:
Steps
1. Group By → Product
2. View total quantity purchased
3. Track purchase price fluctuations over time
4. Compare prices between vendors
5. Identify most purchased products
6. Detect products with sudden cost increases
Analysis by Buyer
Evaluate performance of each buyer:
Steps
1. Group By → Buyer
2. View number of orders processed
3. Compare Days to Confirm between buyers
4. Check late order rate
5. Evaluate buyers processing orders efficiently
Time-based Analysis
Track purchase trends over time:
Key points
• Group By → Order Date (Month/Quarter/Year)
• View cost increase/decrease trends
• Compare purchase values between periods
• Detect peak purchase seasons
• Plan purchase budget
Useful Filters
Common Filters
| Filter | Purpose |
|---|---|
| Order | View only confirmed orders |
| Late | Late orders |
| Late Receipts | Late receipts |
| Not Acknowledged | Orders not acknowledged by vendor |
| My Orders | Orders I am responsible for |
| Confirmation Date | Filter by confirmation date |
| Company | Filter by company (multi-company environment) |
Using Pivot View
Pivot View allows multi-dimensional data analysis:
Steps
1. Switch to Pivot mode
2. Drag and drop fields to Rows/Columns
3. Example: Rows = Vendor, Columns = Product Category
4. View total purchase value by vendor and category
5. Click cells to drill down details
6. Export to Excel for further analysis
Using Graph View
Graph View displays data as charts:
Key points
• Bar Chart: Compare values between groups
• Line Chart: Track trends over time
• Pie Chart: View proportion of each part
• Easily switch between chart types
• Download chart as image
Late Orders Report
Track orders with timing issues:
Steps
1. Apply Late Receipts filter
2. Group By → Vendor
3. Identify vendors frequently delivering late
4. Check late delivery reasons in Chatter
5. Evaluate impact on business operations
6. Discuss with vendor to improve
Cost Analysis
Optimize purchase costs:
Steps
1. View Total Amount by Vendor
2. Compare Unit Price between vendors for same product
3. Track price fluctuations over time
4. Identify opportunities to negotiate better prices
5. Detect products purchased at unusually high prices
Export Reports
Export data for analysis or reporting:
Steps
1. Configure filters and data grouping
2. Click Export → Excel
3. Select fields to export
4. Download Excel file
5. Analyze further in Excel/Google Sheets
Create Custom Reports
Create custom reports for specific needs:
Steps
1. Enable Developer Mode
2. Go to Settings → Technical → Reporting → Custom Reports
3. Create new report based on purchase.order
4. Select fields to display
5. Set default filters
6. Save and share with team
Purchase Dashboard
Create dashboard to track purchase KPIs:
Key points
• Total purchase value this month
• Number of orders in progress
• Number of orders awaiting approval
• Late order rate
• Top 5 vendors by value
• Purchase cost trends
Analysis by Company
In multi-company environment:
Steps
1. Group By → Company
2. Compare purchase costs between companies
3. Identify companies with high costs
4. Find opportunities for centralized purchasing to reduce prices
5. Share good vendors between companies
Best Practices
Steps
1. Track purchase KPIs weekly/monthly
2. Evaluate vendor performance periodically
3. Compare prices between vendors for important products
4. Track price trends to negotiate better
5. Identify and handle late orders promptly
6. Use Pivot View for multi-dimensional analysis
7. Export data to create reports for management
8. Create dashboard to track real-time KPIs
Common Analysis Questions
Questions and How to Answer
| Question | How to Analyze |
|---|---|
| Which vendor delivers on time most? | Group by Vendor, filter Late Receipts = False |
| Which product is purchased most? | Group by Product, sort by Quantity desc |
| This month cost vs last month? | Group by Order Date (Month), compare Total |
| Which buyer processes orders fastest? | Group by Buyer, sort by Days to Confirm asc |
| Which vendor has best price for product X? | Filter Product = X, Group by Vendor, compare Unit Price |