Procurement Intelligence Reports

7/21/2019 Procurement Intelligence Reports

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POSA DBI Procurement Manager (POSA) Reports

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1. UNPROCESSED REQUISITIONS REPORTS

These reports answer the following questions:

What volume of requisitions, in amount and number of requisition lines, are not yetprocessed into approved purchase orders, planned purchase orders, or blanketreleases?

Of the unprocessed requisitions, how much are pending placement on a purchase

order or release, pending purchase order or release submission for approval, andpending purchase order or release approval?

How long on average have the requisitions been waiting to be processed?

The Unprocessed Requisitions reports show approved requisition lines in OracleiProcurement and Oracle Purchasing that are not on approved standard purchase orders,planned purchase orders, or blanket purchase agreement releases. These reports allowprocurement managers to monitor requisition processing and whether buyers are processingpurchase orders in a timely manner. By viewing the stages of processing (for example, howmany requisitions are pending purchase order approval), managers can see which stages ofthe process are bottlenecks.All approved purchase requisitions are included in the reports, including requisitions importedthrough Requisition Import, such as requisitions from Oracle Master Scheduling/MRP, OracleAdvanced Supply Chain Planning, or an external system. Internal requisitions and canceled,

returned, or rejected requisitions are not included in the reports. Purchase orders or releasesthat were not created from a requisition do not display in these reports.

Note:Unprocessed requisitions are a subset of unfulfilled requisitions. Therefore, the number ofunprocessed requisitions and unfulfilled requisitions do not add up to the total number of suchrequisitions. A requisition line that is not on an approved purchase order or release is bothunprocessed and unfulfilled. Once the purchase order or release is approved, the requisitionline becomes processed but unfulfilled. Processed and fulfilled requisition data is displayed inthe Procurement Performance Management reports. (There are a few exceptions to thissubsetting: Oracle Services Procurement line types and consigned purchase order lines areincluded in the processed and unprocessed reports, but excluded from the fulfilled andunfulfilledreports.)

2. UNFULFILLED REQUISITIONS

The Unfulfilled Requisitions reports answer the following questions:

What volume of requisitions, in amount and number of requisition lines, are not yetfulfilled (received or invoiced)?

What portion of unfulfilled lines are also not processed (they are not on an approvedpurchase order or release)? What portion are processed but still unfulfilled?

How long on average have the requisitions have been waiting to be fulfilled?

The Unfulfilled Requisitions reports show approved requisition lines in Oracle iProcurementand Oracle Purchasing that have not yet been received or invoiced. (How the receipt orinvoice qualifies for fulfillment is discussed in detail later below.) These reports help

procurement managers track the requisition-to-fulfillment process in its entirety to ensure thatpeoples requests are being completed in a timely manner or in the promised amount of time.By viewing late fulfillments (fulfilled past the expected date as described later below),managers can identify backlogged requests, exposing both internal processing and supplierissues.All approved purchase requisitions are included in the reports, including requisitions importedthrough Requisition Import, such as requisitions from Oracle Master Scheduling/MRP, OracleAdvanced Supply Chain Planning, or an external system. Internal requisitions and canceled,returned, or rejected requisitions are not included in the reports. Purchase orders or releasesthat were not created from a requisition do not display in these reports.


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Note:Unfulfilled requisitions include both processed and unprocessed requisitions. Sinceunprocessed requisitions are a subset of unfulfilled requisitions, the number of unprocessedrequisitions and unfulfilled requisitions do not add up to the total number of such requisitions.Forexample, a requisition line that is not on an approved purchase order or release is bothunprocessed and unfulfilled. Once the purchase order or release is approved, then the

requisition line becomes processed, but still unfulfilled. Processed and fulfilled requisition datais displayed inthe Procurement Performance Management reports. (There are a few exceptions to thissubsetting: Oracle Services Procurement line types and consigned purchase order lines areincluded in the processed and unprocessed reports, but excluded from the fulfilled andunfulfilledreports.)

3. PROCESSED REQUISITIONS

The Processed Requisitions reports answer the following questions:

What volume of requisitions, in amount and number of requisition lines, have beenprocessed into approved purchase orders, planned purchase orders, or blanket

releases? How long on average did the requisitions take to be processed?

On average, did buyers process requisitions faster in the last 30 days than theprevious 30 days?

What percentage of the requisitions were processed manually? For example, wasAutoCreate in Oracle Purchasing used to create the purchase order from therequisition line manually, rather than workflow creating the purchase orderautomatically?

The Processed Requisitions reports show approved requisition lines in Oracle iProcurementand Oracle Purchasing that are on approved standard purchase orders, planned purchaseorders, or blanket purchase agreement releases. These reports enable procurementmanagers to view how much work their organization is doing in terms of volume and amountof requisitions processed. By viewing the volume of requisitions processed manually,

managers can also determine whether increased automation might help processing time.All approved purchase requisitions are included in the reports, including requisitions importedthrough Requisition Import, such as requisitions from Oracle Master Scheduling/MRP, OracleAdvanced Supply Chain Planning, or an external system. Internal requisitions and canceled,returned, or rejected requisitions are not included in the reports. Purchase orders or releasesthat were not created from a requisition do not display in these reports.

Note:Processed requisitions are a subset of fulfilled requisitions. Therefore, the number ofprocessed requisitions and fulfilled requisitions do not add up to the total number of suchrequisitions. For example, the number of fulfilled requisitions includes some processedrequisitions. (There are a few exceptions to this subsetting: Oracle Services Procurement linetypes and consigned purchase order lines are included in the processed and unprocessedreports, but excluded from the fulfilled and unfulfilled reports.)

4. FULILLED REQUISITIONS

The Fulfilled Requisitions reports answer the following questions:

What volume of requisitions, in amount and number of requisition lines, have beenfulfilled (received or invoiced)?

How long on average did the requisitions take to be fulfilled?

Did the average fulfillment time occur faster in the last 30 days than in the previous 30days?


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What percentage of requisition lines were fulfilled late (past their need-by or promiseddate)?

What percentage of the requisitions were processed manually? For example, wasAutoCreate in Oracle Purchasing used to create the purchase order from therequisition line manually, rather than workflow creating the purchase orderautomatically?

The Fulfilled Requisitions reports show approved requisition lines in Oracle iProcurement andOracle Purchasing that have been fulfilled by a receipt or invoice. (How the receipt or theinvoice qualifies for fulfillment is discussed in detail later below.) These reports enableprocurement managers to measure the productivity of their organization by seeing how long ittook on average to fulfill requisitions, from requisition approval to rendering of the goods orservices. If managers have a target fulfillment time, they can compare the actual averagefulfillment time with the target. By viewing the volume of requisitions processed manually, theycan also determine whetherincreased automation might help fulfillment time.All approved purchase requisitions are included in the reports, including requisitions importedthrough Requisition Import, such as requisitions from Oracle Master Scheduling/MRP, OracleAdvanced Supply Chain Planning, or an external system. Internal requisitions and canceled,returned, or rejected requisitions are not included in the reports. Purchase orders or releasesthat were not created from a requisition do not display in these reports.

Note:Processed requisitions are a subset of fulfilled requisitions. Therefore, the number ofprocessed requisitions and fulfilled requisitions do not add up to the total number of suchrequisitions. For example, the number of fulfilled requisitions includes processed requisitions.(There are a few exceptions to this subsetting: Oracle Services Procurement line types andconsigned purchase order lines are included in the processed and unprocessed reports, butexcluded from the fulfilled and unfulfilled reports.)

5. THE NON-CONTRACT PURCHASES

This report displays items for which noblanket purchase agreement (or non-master item withnegotiated pricing) existed when the purchase order was created. The Contract Leakagereport, by comparison, displays items that were ordered using a standard purchase order,even thougha blanket purchase agreement was in effect and could have been used.

6. CONTRACT LEAKAGE REPORT

This report displays the amount for all standard, approved purchase orders where, for an itempurchased, there was a blanket purchase agreement in effect that could have been used topurchase the same item, instead of the standard purchase order. The report also displays (asleakage impact) the potential savings that could have been realized had contract leakagebeen prevented. This report can be used to identify where contract leakage is occurring, andwhere the greatest savings opportunities can be achieved if contract leakage is eliminated.

7. PO PURCHASES REPORT

This report displays the amount for all approved standard purchase orders, blanket purchaseagreement releases, and planned purchase order releases. This report can be used todetermine with which suppliers and for which items money is being spent. It can be used todetermine the largest suppliers for a specific item or category, as a tool to prepare fornegotiations with suppliers, to identify purchasing trends, or to improve supplier performanceand relationships. (The report lists suppliers in descending order by purchase amount. In thisway, you can see the top suppliers to which you've issued the greatest purchase orderamount.)


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Note: The PO Purchases Amount will not necessarily be equal to the invoice amounts in thePayables Leakage report. Invoice and purchase order amounts do not necessarily equal inany business practice.

8. PAYABLES LEAKAGE REPORT

This report displays validated invoice amounts that have not been matched to a purchaseorder or receipt. These amounts are displayed as leakage. This report can be used to identifyinvoice amounts that are bypassing the purchasing organization, and to take action todecrease such purchases. Using the Payables Leakage report, you can monitor invoices thatare bypassing the purchasing organization and not using suppliers that are preferred by thepurchasing organization.Note: The PO Purchases Amount in the PO Purchases report will not necessarily be equal tothe invoice amounts in this report. Invoice and purchase order amounts do not necessarilyequal in any business practice.

9. MANUAL INVOICES REPORT

This report can be used to answer the following questions:

o How efficient is my invoicing process?

o With which suppliers can I automate my invoicing process?

o Which invoice creators are creating the most manual invoices?

o How is the percentage of manual invoice creation changing over time?

The Manual Invoices report displays the number and percentage of invoices that are createdmanually, as compared to automatically created invoices. This report can be used todetermine which suppliers are still being invoiced manually, to help streamline the invoicingprocess by increasing the level of automation.

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Procurement Intelligence Reports