Period-End Updates

A purchasing statistics update should be requested on or shortly after the ending date for the current period being processed.  The Purchasing Statistics Update Program processes the request and creates Item/Vendor Analysis and Item/Buyer Analysis records if the associated Item/Vendor Statistics or Item/Buyer Statistics showed activity during the period.  If no activity was indicated, an analysis record is not created.  The statistics update program also performs period-end rollovers of next period to current period fields and year-end rollovers of year-to-date to last year fields.

Once each purchasing period, you must update the purchasing statistics files.  This process automatically updates the current period statistics, and rolls up the previous period into year-to-date and cumulative statistics.  Statistics should be updated at the beginning of the new current period.  An historical record of the previous period's statistics will be created and maintained for analysis reporting. To update statistics:

1.   Choose the History and Statistics option.  The Statistics Update Request screen displays the period to be posted.

2.   To submit the update request, press the Enter key.  Only one update request is allowed per period; if one has already been submitted, an error message is displayed.

After the purchasing statistics update for the final period of the year has been processed, the Current Purchasing Period Calendar on the Reference File should be entered into the Last Year Purchasing Period Calendar.  The new period ending date should then be entered into the Current Purchasing Period Calendar.

Reports and Online Inquiries

Several reports and inquiries are provided in the system to report and display statistics.  These are summarized below.  For detailed validation information for these reports request screens, see the screens section of this manual.

Item/Vendor Statistics Reports

These reports show current statistics for item/vendor relationships according to the selection criteria entered on the report request.  The reports can be sorted by vendor (all items from the requested vendor) or by item (all vendors providing the requested item).  In addition, each report may be printed in summary or detail form.  To request these reports:

1.   Choose the Item/Vendor Statistics Report Request option.  The Item/Vendor Statistics Report Request screen is displayed.

2.   Enter an X in the appropriate request field (by item or by vendor).  Enter the appropriate selection criteria.  Enter either an S for a summary report or a D for a detail report.  Press the Enter key.

Item/Vendor Analysis Reports

These reports show historic period statistics for item/vendor relationships according to the selection criteria entered on the report request.  The report may be printed in summary or detail form.  To request these reports:

1.   Choose the Item/Vendor Analysis Report Request option.  The Item/Vendor Analysis Report Request screen is displayed.

2.   Enter an X in the appropriate selection criteria.  Enter either an S for a summary report or a D for a detail report.  Press the Enter key.

Item/Buyer Statistics Reports

These reports show current statistics by buyer according to the selection criteria entered on the report request.  The reports can be printed in summary or detail form.  To request these reports:

1.   Choose the Item/Buyer Statistics Report Request option.  The Item/Buyer Statistics Report Request screen is displayed.

2.   An X is displayed in the request field.  Enter the desired buyer number and the appropriate selection criteria.  Enter either an S for a summary report or a D for a detail report.  Press the Enter key.

Item/Buyer Analysis Reports

These reports show historic period statistics by buyer according to the selection criteria entered on the report request.  The reports can be printed in summary or detail form.  To request these reports:

1.   Choose the Item/Buyer Statistics Report Request option.  The Item/Buyer Analysis Report Request screen is displayed.

2.   An X is displayed in the request field.  Enter the desired buyer number and the appropriate selection criteria.  Enter either an S for a summary report or a D for a detail report.  Press the Enter key.

Item/Vendor Analysis Inquiry

This inquiry allows you to view historical period statistical data on item/vendor relationships.  You may view all vendors supplying an item, all items supplied by a vendor, or a specific item/vendor relationship.  In addition, you may view in graphic form the delivery performance, price performance, and quality performance of selected item/vendor relationships.  To perform the inquiry function:

1.   Choose the Item/Vendor Analysis Inquiry option.  The Item/Vendor Analysis Inquiry Function Select screen is displayed.

2.   Enter an X next to the desired inquiry (selected relationship, vendors by item, or items by vendor).  Enter the appropriate selection criteria.  Press the Enter key.

3.   If you are performing an inquiry by item or vendor, the appropriate list screen is displayed.  You may select any line for detail display by entering an X in the Select field and pressing F5 - Display Detail.

4.   View the delivery performance, price performance, or quality performance by pressing the appropriate command key.  The Delivery Performance screen shows the percentage purchase order releases recorded as on-time, early, and late.  The Price Performance screen shows the percentage of item cost above or below the standard cost for the item.  The Quality Performance screen shows the percentage items accepted and rejected.  Command keys on the performance screens allow you to view previous and n

ext periods, change the range of percentage values shown along the X-axis, and selectively view selective percentages.