Spend by Supplier Category

Purpose

The following guide is intended for employees to view and/or complete the following action:

Action

· Answer business questions using the Spend by Supplier dashboard in Orbit.

Prerequisite

· Orbit Link: Orbit (uchicago.edu)

Business Questions

Analysis Questions

· What is our expenditure based on Business Classification?

· What is the count of suppliers according to their type?

· Who are the leading university suppliers in terms of spend?

· Regarding the expenditure that is not under contract, who are the primary suppliers or categories (in terms of spend) that need to be addressed?

· What is the spend based on the organization and entity?

· What is the expenditure determined by the organization and entity?

Transactional Questions

· What is the location of my supplier?

· Is the supplier under contract or preferred?

Terminology

· KPI: KPI stands for key performance indicator, a quantifiable measure of performance over time for a specific objective. KPIs provide targets for teams to shoot for, milestones to gauge progress, and insights that help people across the organization make better decisions.

· Organizational Supplier: Custom identification field within certain procurement groups that helps 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.

· Purchasing Category: A business object used to classify purchases made in a company.

Potential LOV (List of Values):

· Hardware Supplies

· Apparel

· Animal Care

· Legacy Supplier Number: Supplier number(s) pulled from the previous system used by the University of Chicago. Allows for the dashboard to be filtered using previous system values.

Potential LOV (List of Values):

· A2000000180

· F3000150220

· V1005107930

Accessing the Spend by Supplier Dashboard

1. Login to Oracle by selecting the Company Single Sign-On button

2. Navigate to the 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 Supplier.

6. Spend by Supplier Dashboard is opened.

Move to desired business question.

What is Our Spend Based on Business Classification?

1. Open Spend by Supplier Dashboard and confirm it is in its original state (no filters applied).

2. Navigate to the Invoice Paid Amount by Business Classification chart.

3. Select the options icon in the right corner and confirm the Use as Filter option has a checkmark.

4. Select on the bar for the business classification you want to see the spend for.

5. Navigate to the Invoice Amount Paid KPI.

The dashboard will filter using the business classification and the business question will be answered in the KPI.

What is the Spend Amount by Suppliers by Supplier Type?

1. Open Spend by Supplier Dashboard and confirm it is in its original state (no filters applied).

2. Select on the Supplier Type filter.

3. Search for the desired supplier type or select the magnifying glass icon to see all.

4. Drag Supplier Type to Selected item(s).

5. Select Ok.

6. Scroll down to the Total Invoice Paid Amount by Supplier table.

The suppliers shown are of the filtered supplier type.

Who are the Leading University Suppliers in Terms of Spend?

1. Open Spend by Supplier Dashboard and confirm it is in its original state (no filters applied).

2. Navigate to the options icon in the Dynamic Visualization – Invoice Paid Amount by Supplier and Purchasing Category chart.

3. Select Change Dimensions & Measures.

4. Select Supplier Name.

5. Navigate to the far-left bar in the chart.

The top supplier will be the far-left bar.

Regarding the Expenditure that is Not Under Contract, Who are the Primary Suppliers or Categories (in terms of Spend) that need to be Addressed?

1. Open Spend by Supplier Dashboard and confirm it is in its original state (no filters applied).

2. Navigate to the Contract Supplier filter.

3. Search for No and drag to the Selected item(s).

4. Select Ok.

5. Navigate to the Dynamic Visualization – Invoice Paid Amount by Supplier and Purchasing Category table.

The top suppliers that are not contracted will be shown.

What is the Expenditure Based on the Organization and Entity?

1. Open Spend by Supplier Dashboard and confirm it is in its original state (no filters applied).

2. Navigate to the Organization filter.

3. Search for organization(s) and drag or double-click to bring over to Selected item(s).

4. Select Ok.

The entire dashboard represents the information for the organization(s).

5. Navigate to the Entity filter.

6. Search for entit(ies) and drag or double-click to bring over to Selected item(s).

7. Select Ok.

The entire dashboard represents the information for the entit(ies).

What is the Location of my Supplier?

1. Open Spend by Supplier Dashboard and confirm it is in its original state (no filters applied).

2. Navigate to the Supplier Site column in the Spend by Supplier Details table.

All supplier sites are listed here.

To find a specific supplier site, filter for the supplier using the Supplier Name filter.

3. Navigate to the Supplier Name filter.

4. Search for desired Supplier and add to Selected item(s).

5. Select Ok.

6. Navigate to the Supplier Site column in the Spend by Supplier Details table.

The supplier site address is listed.

Spend for Suppliers Under Contract or Preferred?

1. Open Spend by Supplier Dashboard and confirm it is in its original state (no filters applied).

2. Navigate to the Preferred Supplier? Filter and select the magnifying glass.

3. Drag or double-click yes to filter for preferred suppliers to the Selected item(s).

4. Select Ok.

The dashboard will show all contracted or preferred suppliers based on the filtered selection.

What is the Location of the Supplier?

1. Open Spend by Supplier Dashboard and confirm it is in its original state (no filters applied).

2. Navigate to the Supplier Site column in the Spend by Supplier Details table.

The supplier address will be listed here.

You have now completed the process of answering business questions using the Spend by Supplier Dashboard

 

Spend by Supplier Category | 07.11.2024