Pre-Processing Setup

The update of the purchasing statistics requires that the following Reference File Categories be initialized:

·     Purchasing Period Calendar (category 490).

·     Last Year Purchasing Period Calendar (category 471).

·     Purchasing Statistical Posting Periods (category 488).

The Purchasing Period Calendar is used to determine which period will be updated and to provide a period ending date during the creation of item/vendor and item/buyer analysis records.

The Last Year Purchasing Period Calendar is used when modifying receipts.  The receipt date is compared against both the Last Year Purchasing Period Calendar and the Purchasing Period Calendar to determine which previously posted statistical period to modify.  Statistics will be updated for modified receipts up to one calendar year from the receipt date.

The Purchasing Statistical Posting Periods record is composed of two fields:  Last Purchasing Period Posted and Statistical Posting Period.  The Last Purchasing Period Posted is used to determine the current period to be posted.  The Statistical Posting Period is used to record a statistics post request.  The Last Purchasing Period Posted and Statistics Posting Period should both be initialized to the value of the period previous to the current period during Purchasing installation.

Note:    The decision of whether to use a 12- or 13-period year depends on the organization.  Some organizations may want to base the Purchasing Period Calendar on the organization's financial reporting calendar.  Other organizations may choose to divide the purchasing year into 13 equal four-week periods to obtain a homogenous view of activity within the purchasing department.