Procurement expenses report

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Introduction

The Procurement Expenses Report in Purchase module helps users monitor and analyze procurement-related spending over time. This report provides insight into supplier performance, product category spending, and order trends, enabling businesses to control budgets and identify cost-saving opportunities.

Step-by-Step Instructions

 

1. Access the Report

  • Go to Purchase app → Reporting → Purchase to open the Purchase Analysis
  • By default, the dashboard shows a line chart of Untaxed Total for Purchase Orders (POs) or RFQs.

2. Switch to Pivot View

  • Click the Pivot icon (top-right) for a detailed tabular view of procurement data.

3. Configure Filters

  • Remove any default filters.
  • Click the down arrow to access Filters, Group By, and Comparison
  • Under Filters:
    • Choose Purchase Orders or Requests for Quotation.
    • Select a date field (e.g., Order Date or Confirmation Date) and define a range (month, quarter, year).

4. Group the Data

  • Under Group By:
    • Select Vendor.
    • Add Product Category or other relevant fields like Product for detailed analysis.

5. Add Time Comparison

  • After setting a date range, enable comparisons like:
    • Previous Period
    • Previous Year

6. Click Measures (top-left) and include any of the following:

 

  • Total, Untaxed Total
  • Average Cost
  • Qty Ordered, Qty Received
  • Qty Billed, Qty to be Billed
  • Days to Confirm, Days to Receive
  • Optionally: Gross Weight, Volume

7. View and Export

  • The report will be generated in the selected format (pivot or graph).
  • Use Insert in Spreadsheet to export the pivot view to an editable format in the Documents
    • Note: This requires the Documents Spreadsheet

Tips

  • Start with Pivot View for maximum flexibility and insights.
  • Use Product instead of Product Category for detailed item-level analysis.
  • Always verify your Filters to ensure you’re analyzing POs and do not draft RFQs unless intended.
  • Add Average Cost to track supplier pricing trends.
  • Use Days to Confirm and Days to Receive to monitor vendor reliability.
  • Leverage time-based Comparisons to measure improvement or changes in procurement behavior.

Key Benefits

  • Improved budget tracking and spend analysis.
  • Insights into supplier performance and product trends.
  • Flexible filtering, grouping, and measurement selection tailored to your business needs.
  • Quick export to editable spreadsheets for further processing or sharing.

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