Purpose
The following guide is intended for employees who are looking to view and/or complete the following action:
Action
· Answer business questions using the Spend by Procurement Category Dashboard in Orbit.
Prerequisite
· Orbit Link: Orbit (uchicago.edu)
Business Questions
Analysis Questions
· Display the expenditure according to the procurement category for the selected time frame.
· What is the expenditure of a particular entity and/or organization in specific Purchase Order Categories?
· What is the expenditure for a particular item within the procurement categories?
· What is the amount I have spent according to a specific type of Smart Form ID?
· What is the expenditure originating from Purchase Orders?
· What is the expenditure for each item description in the Purchase Order? What is the total amount spent on a supplier for a specific item or item description?
Transactional Questions
· Which Invoices and Requisitions are associated with the Purchase Order?
· Which Suppliers are associated with the expenditure on Purchase Orders?
· For a specified time period, how many Purchase Orders exceed $100K?
Terminology
· Procurement Categories: Category selected by a user when creating a requisition line that describes "what" is being purchased. Drives the Account segment of the chart of accounts.
· Organizational Supplier: Custom identifying field within specific procurement groups that help identify a "Press", "Polsky", and/or "Facilities" supplier.
Potential LOV (List of Values):
· Press
· Polsky
· Facilities
For any combination of the three above, a selection of more than one of the organizational Supplier identifiers will show up, for example, as "Press-Polsky" or "Press-Facilities-Polsky", among other combinations.
· Smart Form Name: The Smart Form name represents the type of form a user leverages to create a requisition. The purpose of the smart form is to aid in identifying the purpose for specific transactions.
Potential LOV (List of Values):
· Goods- After the fact
· Goods- Non-catalog
· Payment request
· Residential properties
· Services – Non-catalog
· Services – After-the-Fact
· Standing Order
· Subaward
Examples:
· If you are looking to pay someone for services they already performed, i.e., a speaker comes to campus, and in the contract, you pay them after they talk, you use the Payment Request smart form.
· If you are looking to pay another university for services that they have provided against one of your research projects, then you choose the Subaward smart form.
· Procurement Category: Groups of related commodities or services that share demand and supply factors and suppliers.
Potential LOV (List of Values)
· Cleaning Supplies
· Business Meal
· Electric Supplies
Accessing Spend by Procurement Category Dashboard
1. Login to Oracle by selecting the Company Single Sign-On button
2. Navigate to Reports tab on the left side of the screen.
3. Navigate and select the Shared with me folder.
4. Select Accounts Payable.
5. Select Spend by Procurement Category.
6. Spend by Procurement Category Dashboard is opened.
Move to desired business questions.
Display the Expenditure According to the Procurement Category for the Selected Time Frame.
1. Open Spend by Procurement Category Dashboard and confirm it is in its original state (no filters applied).
2. Utilize the Invoice Creation Date filter by selecting it.
3. Input the chosen time period by selecting the calendar icon and specifying the start and end dates.
4. Select Ok.
Note: The entire dashboard is filtered for the chosen time period. The procurement category information can be found in any of the charts or tables.
What is the Expenditure of a Particular Entity or Organization in Specific Procurement Categories?
1. Open Spend by Procurement Category Dashboard and confirm it is in its original state (no filters applied).
2. Select on the Organization filter.
3. Search for an organization by the organization number and double-click or drag to the Selected Item(s).
4. Select Ok.
5. Navigate to the Top 10 Suppliers by Spend with Procurement Category.
The spend by procurement category is shown in additional to the total spend.
What is the Amount I have Spent by Smart Form Name?
1. Open Spend by Procurement Category Dashboard and confirm it is in its original state (no filters applied).
2. Select on the Smart Form Desc filter.
3. Select on the magnifying glass and drag or double-click the value you want to use to Selected Item(s).
4. Select Ok.
5. Navigate to the Spend by Item Description graph.
How much has been spent for an item by description is shown.
What is the Spend Originating from Invoices with Purchase Orders?
1. Open Spend by Procurement Category Dashboard and confirm it is in its original state (no filters applied).
2. Navigate to the Purchase Order Number filter.
3. Choose Is Not Empty in the bottom left of the filter.
4. Select Ok.
5. Scroll throughout the dashboard to find various information on spend by Procurement Category
What is the Expenditure for each Item Description in the Purchase Orders?
1. Open Spend by Procurement Category Dashboard and confirm it is in its original state (no filters applied).
2. Navigate to the Spend by Item Description graph.
3. Select the options icon for the graph.
4. Select Use as Filter (Confirm there is a checkmark next to it).
5. Select on the bar of the item you require more information on.
6. Scroll through the report to find more information on the spend by the chosen item description.
The dashboard is filtered to the item.
Which Purchase Orders and Requisitions are Associated with the Spend?
1. Open Spend by Procurement Category Dashboard and confirm it is in its original state (no filters applied).
2. Navigate to the Spend by Procurement Category Details Report.
3. Scroll to the Invoice Amount and Invoice Number columns.
Invoice information is found here.
(Optional)
4. Navigate to the Filters. Utilize the filters to filter the dashboard to certain information. Navigate to the Spend by Procurement Category Details Report. Scroll to the Invoice Amount and Invoice Number columns.
Which Suppliers are Associated with the Spend on this Dashboard?
1. Open Spend by Procurement Category Dashboard and confirm it is in its original state (no filters applied).
2. Navigate to the Supplier Name filter.
3. Search for the supplier's name and drag or double-click to the Selected Item(s).
4. Select Ok.
5. Navigate to the Spend by Procurement Category Details Report to see all spend by the specified supplier.
For a Specified Time Period, How Many Invoices Exceed $100K?
1. Open Spend by Procurement Category Dashboard and confirm it is in its original state (no filters applied).
2. Navigate to the Invoice Paid Amount filter.
3. Type out one-hundred thousand in the From filter and a large number in the To filter.
4. Select Ok.
5. Navigate to the Spend by Procurement Category Details Report to see all spend over $100k.
You have now completed the process of answering business questions using the Spend by Procurement Category dashboard.