This document is intended for users to find Procurement information for a given organization or unit. The suite of reports provides details on a requisitions, Purchase Order (PO), change order, and purchases by supplier.

• Go to Oracle’s Reporting Hub menu option to access the Orbit Reporting Hub.
• The data available in Orbit will be updated nightly by the source system (i.e., Oracle, Workday, or AURA).
• In Orbit, information is displayed in reports, which present tables covering specific data sets with filtering capabilities, or in dashboards, which combine charts, graphs, and reports to provide a comprehensive view of the data.
• Dashboards and reports in Orbit are organized into folders based on broader topics or categories. After selecting one of these folders, you will need to choose the desired dashboard or report from the available options within the folder.
• Dashboards and reports in Orbit display filter boxes at the top of the screen, which can be used to apply filters across all charts, graphs and tables included in the dashboard or report. To use these filters, select a box and enter your filter criteria in the Search field. Double-click or drag the desired results into the Selected item(s) list, then click OK. The information in the dashboard or report will update accordingly. You can use multiple filter boxes to further refine the data.
• To use filters that apply only to the data within a single table, select the Filter icon, depicted as a funnel and usually located in the top-left corner of the table, and input the filter requirements needed for your search.
• To export a specific table to Excel, select the Menu icon (represented by three horizontal lines, also known as the hamburger icon) located in the top-right corner of the table, and select Export to Excel. When the data is ready, a message will appear at the top of the screen. Select the down arrow to download the date to Excel.
• Many dashboards and reports within these folders contain hyperlinked information. When a hyperlink is available, you can select the hyperlink to see additional information.
• For more information on accessing and navigating Orbit, refer to the Navigating Orbit Report Fundamentals Knowledge Base Article.

 

Information available in this dashboard is based on the security applied to your user access. To see the information in this report, you must have the following system access:

• Inherent Access: All approval roles, all purchasing roles, all Central Procurement roles, Support Center Agents, Organizational Financial Managers, and Entity Financial Managers.
• Role Assigned Access: The user must have Organization access as a Procurement Management Dashboard Viewer.

If you need access to this dashboard or you are unable to see certain information in this dashboard, work with your unit Role Assignment Owner to get new or additional access granted.

1. Log in to Oracle

2. Select the Reporting Hub menu option
3. Select Orbit Reporting Hub

4. Select the ‘R’ and select Reporting

5. Select Shared with Me
6. Select Procurement Management Dashboard

7. Open the report that fits your need

Available Dashboards

Change Order PO Details

PO Change Order

Requisition Inquiry

Spend by Supplier

Standing PO & PO Inquiry Dashboard

This report lists the PO and description of the change order including who requested the change, quantity change, and amount change.

Business Questions Answered

• Which POs have a change order?
• What is the reason for a specific change order?
• What is the new quantity or amount of a PO?
• Who initiated the change order request?
• How many change orders have there been for a specific PO?

Filters

• Purchase Order Number: Users can apply this filter if they are looking for details about transactions against a specific Purchase Order Number(s).

Dashboard Table

This table provides users with the Change Order, Purchase Order Number, Change Order Description, Changed By User ID, Originator Role, Revision Number, Quantity, Quantity Changed, List Price, and Amount Changed.

This dashboard allows users to track the approval process for Change Orders.

Business Questions Answered

• Which PO’s have a change order?
• What actions have been taken on a specific Purchase Order and who took the action?
• How many Purchase Orders have Change Orders processed against them?
• What is the cumulative dollar value for Purchase Orders that have undergone a Change Order?

Filters

• Entity: Users can apply this filter if they are looking for details about transactions against a specific Entity(s).
• Organization: Users can apply this filter if they are looking for details about transactions against a specific Organization(s).
• Purchase Order Number: Users can apply this filter if they are looking for details about transactions against a specific Purchase Order Number(s).
• Purchase Order Status Description: A description that explains the Purchase Order Status.
• Requester: The requester listed on the requisition.
• Performed By: The person who submitted the Change Order.
• Purchase Order Document Status: The status of the Purchase Order.

Key Performance Indicators

Change Order PO Amount provides the dollar amount for PO’s that have gone through a Change Order.

# Change Order PO’s provides the total number of Change Orders available based on the security applied to your user access.

Average Time (In days) shows the average time it takes for a Change Order to complete the approval workflow process.

# PO’s with at Least One Change or Revision shows how many PO’s have gone through the Change Order workflow.

# PO’s Incomplete lists the number of incomplete Change Orders.

# PO’s with 1 Change shows the number of PO’s that have gone through only one change.

# PO’s with more than 1 Change shows the number of PO’s that have gone through two or more changes.

Dashboard Table

This table provides users with Change Order details including PO Entity, PO Organization, Purchase Order Number, Purchase Order Status, Purchase Order Status Description, Requisition Requester, Change Order Performed By, Change Order Number, Change Order Description, Ordered Amount, and Ordered Amount USD.

This report shows requisition details including the status, transaction details, and amount.

Business Questions Answered

• What is the status of the requisition workflow process?
• What is the count of requisitions that exceed $50K?
• How many Purchase Orders exceeding $100K were issued in a month?
• Where can all the information related to the requisition be found?
• Which Supplier, Smartform, and PO are associated with the requisition?

Filters

At a minimum, a user must apply the Entity filter to the dashboard. Users can apply additional filters including:

• Entity: Users can apply this filter if they are looking for details about transactions against a specific Entity(s).
• Organization: Users can apply this filter if they are looking for details about transactions against a specific Organization(s).
• Requisition Number: Users can apply this filter if they are looking for details about transactions against a specific Requisition(s).
• Line Status: The status of the Requisition.
• Supplier Name: The individual or entity the Requisition is for.
• Smart Form Name: Users can apply this filter to see all Requisitions that used a specific Smartform.
• Purchase Order Number: Users can filter to find the Requisitions associated with specific Purchase Orders.
• Category Name: Users can apply this filter to see all Requisitions for a specific Procurement Category.
• UChicago Legacy Vendor ID: This filter allows users to see all Requisitions associated with a Supplier by their ID number from our legacy (pre-Oracle) systems.
• Approver: Filter by a Requisition approver.
• Requester: Filter to all Requisitions for a particular requester.
• Requisition Creation Date: Find all Requisitions created during a certain period.
• Project Cost Segments (POETAF): The POETAF Filters allow users to search for information to help provide line-level details that utilize the search criteria specified.
  • Project Number: Users can apply this filter if they are looking for details about transactions against a specific Project Number(s).
  • Expenditure Organization: Users can apply this filter if they are looking for details about transactions against a specific Project Organization(s).
  • Expenditure Type: Users can apply this filter if they are looking for details about transactions against a specific Expenditure Type(s).
  • Task Name: Users can apply this filter if they are looking for details about transactions against a specific Task(s).
  • Award Number: Users can apply this filter if they are looking for details about transactions against a specific Award Number(s).
  • Funding Source Name: Users can apply this filter if they are looking for details about transactions against a specific Funding Source(s).
• Account: Users can apply this filter if they are looking for details about transactions against a specific Account(s).
• Requisition Amount: Users can apply this filter to find all Requisitions at a certain dollar amount.
• Currency Code: Users can apply this filter to find all Requisitions that list a specific currency.

Key Performance Indicators

Requisition Amount provides the total amount of all requisitions based on the security applied to your user access.

# of Requisitions Over $100,000 provides the total number of requisitions

# of Requisitions Under $100,000

Dashboard Tables

Requisition Amount by Status

This table shows each Requisition status and the total dollar amount for all Requisitions that have that status. The different statuses are Approved, Canceled, Rejected, Pending Approval, Incomplete, Returned, and Withdrawn. This table can be used as a filter to apply a specific Requisition status to the Requisition Details Report.

Requisition Details Report

This table shows line level detail on all Requisitions associated with the filters applied to this report. Users can use table-specific filters to help further define their search. Columns that users will find useful in this reporting table are:

• Requisition Number: The Oracle assigned number for the Requisition.
• Requisition Line Status: The status of the Requisition as of the most recent Orbit refresh. Select the status hyperlink to see details on the approval workflow.
• Requisition Type: This will indicate if the Requisition was created using a Smartform, Punchout Catalog, or Hosted Catalog.
• Requester: The individual listed as the requester.
• Category Name: The Procurement Category for each item on the Requisition.
• Smartform Name: If a Smartform was used to create the Requisition, that will be listed in this column.
• Purchase Order Number: Once a Requisition is approved, the Oracle assigned Purchase Order Number will be listed. Orders for goods and services that require a Supplier to submit an invoice must include the Purchase Order Number.
• Line Price (USD): The amount for each item of the Requisition.
• Requisition Header Amount USD: The total amount for the entire Requisition.

Spend By Supplier

This report provides insight in the University’s relationship with Suppliers including payment information, Supplier details, and Account level spending.

Business Questions Answered

• What is the University's spend based on Supplier Business Classification?
• Who are the leading University Suppliers in terms of spend?
• What is the spend based on the Entity and Organization?
• What is the spend based on the Procurement Category?
• Which purchases were with a Preferred Supplier?

Filters

• Chart of Account Segments: The COA filters allow users to search for information to help provide line level details that utilized the search criteria specified. These filters help users specify the Chart of Accounts segments associated to the transaction. The more COA segments applied, the more defined your search.
  • Entity: Users can apply this filter if they are looking for details about transactions against a specific Entity(s).
  • Organization: Users can apply this filter if they are looking for details about transactions against a specific Organization(s).
  • Account: Users can apply this filter if they are looking for details about transactions against a specific Account(s).
• Supplier Name: Users can apply this filter to details about specific Supplier(s) using their name.
• Supplier Number: Users can apply this filter to details about specific Supplier(s) using their associated number.
• Purchasing Category: Users can apply this filter to see transactions for specific Purchasing/Procurement Categories.
• Preferred Supplier: Users can apply this filter for details about transactions with either preferred or not preferred Suppliers.
• UCM Supplier Number: Users can apply this filter to details about specific Supplier(s) using their UCM number.
• Contract Supplier: Users can apply this filter for details about transactions that are or are not with Contracted Suppliers.
• Legacy Supplier Number: This filter allows users to see all Requisitions associated with a Supplier by their ID number from our legacy (pre-Oracle) systems.
• Use Withholding Tax Flag: Users can apply this filter for details about transactions with Suppliers that either do or do not have a withholding tax flag.
• Invoice Number: Users can apply this filter if they are looking for details about transactions against a specific Invoice Number(s).
• Invoice Creation Date: Users can apply this filter if they are looking for details about transactions against a specific Invoice Date(s).
• Payment Status Name: Users can apply this filter if they are looking for details about transactions against a specific Invoice Payment Status(s). Since this report only focuses on spend that has already taken place, the report will default to selecting Fully Paid and Partially Paid.
• Supplier Type: Users can apply this filter if they are looking for details about transactions with specific Supplier Type(s).
• Supplier Business Classification: Users can apply this filter if they are looking for details about transactions with specific Business Classification(s) including Minority-Owned, Veteran-Owned, and Women-Owned.
• Project Cost Segments (POETAF): The POETAF Filters allow users to search for information to help provide line-level details that utilize the search criteria specified.
  • Project Number: Users can apply this filter if they are looking for details about transactions against a specific Project Number(s).
  • Expenditure Organization: Users can apply this filter if they are looking for details about transactions against a specific Project Organization(s).
  • Expenditure Type: Users can apply this filter if they are looking for details about transactions against a specific Expenditure Type(s).
  • Task Name: Users can apply this filter if they are looking for details about transactions against a specific Task(s).
  • Award Number: Users can apply this filter if they are looking for details about transactions against a specific Award Number(s).
  • Funding Source Name: Users can apply this filter if they are looking for details about transactions against a specific Funding Source(s).
• Federal Reportable?: Users can apply this filter if they are looking for details about transactions with Suppliers who either are or are not Federal Reportable.
• Purchase Order Number: Users can apply this filter if they are looking for details about transactions against a specific Purchase Order Number(s).
• Invoice Date: Users can apply this filter if they are looking for details about transactions against a specific Invoice Date(s).
• Party Name: Users can apply this filter if they are looking for details about transactions against a specific Party.
• Invoice Source: Users can apply this filter if they are looking for details about transactions against a specific Invoice Source(s).

Key Performance Indicators

Invoice Paid Amount By Business Classification shows the spend amount for different business classifications.

Invoice Paid Amount By Supplier and Purchasing Category is a dynamic visualization that shows the spend amount by either the Supplier or Procurement Category.

Invoice Paid Amount shows the total invoice amount that has been paid. Users can filter by both the Invoice Paid Amount By Business Classification and Invoice Paid Amount By Supplier and Purchasing Category bar charts and the Invoice Paid Amount will reflect that filter.

Dashboard Tables

Total Invoice Paid Amount By Supplier

This table lists the Supplier name with the total paid amount in order of most paid to least.

Total Invoice Paid Amount By Purchasing Category

This table lists the Category name with the total paid amount in order of most paid to least.

Spend By Supplier Details

This table lists all fully and partially paid invoices to help identify the spend and supplier of each invoice. Users can use table-specific filters to help further define their search. Columns that users will find useful in this reporting table are:

• Supplier Name: The supplier who provided goods/services associated with the invoice.
• Supplier Business Classification: The Supplier-provided Business Classification(s) including Minority-Owned, Veteran-Owned, and Women-Owned. Select the hyperlink to see additional information.
• Invoice Number: The Supplier-provided invoice number, Oracle-generated invoice number for Payment Requests, or Concur expense report number. Select the hyperlink to see payment details.
• Invoice Source: The location of invoice creation.
• Purchasing Category: The Procurement Category for the specific item on the invoice.

Standing PO & PO Inquiry Dashboard

This report provides insight into Oracle Purchase Orders including details of Standing Purchase Orders.

Business Questions Answered

• What is the breakdown of PO’s by status?
• Which PO’s were issued during a specific time period?
• What are the details of a specific PO?
• Which Supplier or Organization is associated with a specific PO?
• Is a PO fully paid or how much is left to invoice?

Filters

• Entity: Users can apply this filter if they are looking for details about transactions against a specific Entity(s).
• Organization: Users can apply this filter if they are looking for details about transactions against a specific Organization(s).
• Purchase Order Number: Users can filter to find the Requisitions associated with specific Purchase Orders.
• Creation Date: Users can filter to find PO’s created on a specific date(s).
• PO Header Status: Users can apply this filter to find PO’s that have a specific status.
• Supplier: Users can apply this filter to find PO’s associated with a Supplier.
• Smart From Name: Users can apply this filter to see all PO’s that are from a Requisition that used a specific Smartform.
• Requisition Number: Users can apply this filter if they are looking for details about transactions against a specific Requisition(s).
• Requisition Type: Users can apply this filter to see all PO’s that were created from catalog, non-catalog, or punchout Requisitions.
• Ordered Amount: Users can apply this filter to see all PO’s where the total PO amount was a certain dollar amount or in an amount range.
• Purchasing Category: Users can apply this filter to see all PO’s for a specific Procurement Category.
• Site Name: Users can apply this filter to see all PO’s that used a specific site.
• Requisition Created By: Apply this filter to see all PO’s where the requisition was created by a specific employee(s).
• PO Line Status: Users can apply this filter to find PO lines that have a specific status.
• Project Cost Segments (POETAF): The POETAF Filters allow users to search for information to help provide line-level details that utilize the search criteria specified.
  • Project Number: Users can apply this filter if they are looking for details about transactions against a specific Project Number(s).
  • Expenditure Organization: Users can apply this filter if they are looking for details about transactions against a specific Project Organization(s).
  • Expenditure Type: Users can apply this filter if they are looking for details about transactions against a specific Expenditure Type(s).
  • Task Name: Users can apply this filter if they are looking for details about transactions against a specific Task(s).
  • Award Number: Users can apply this filter if they are looking for details about transactions against a specific Award Number(s).
  • Funding Source Name: Users can apply this filter if they are looking for details about transactions against a specific Funding Source(s).
• Currency Code: Users can apply this filter to find all PO’s that list a specific currency.
• High Risk Subaward?: Users can apply this filter to find all PO’s that are marked as a high risk subaward.
• Effective End Date: Users can apply this filter to see all PO’s that set an end date.
• Effective Start Date: Users can apply this filter to see all PO’s that set a start date.
• Previous PO: Use this filter to see PO details based on a previous PO number.
• Payment Terms Name: Users can apply this filter to see all PO’s based on the payment terms set for that PO.

Key Performance Indicators

Total Standing PO’s Amount shows the total amount of associated with orders created using the Standing PO Smartform.

# Of Standing PO’s Created In Current Month lists the number of PO’s created in the current month.

# Of Standing PO's Over $100,000 has the number of Standing PO’s where the PO’s total amount is over $100,000.

# of Standing PO's Invoice Amount Paid >= 90% of PO Amount lists the total number of PO’s where the amount invoiced is greater than 90% of the PO total amount.

Ordered Amount shows the total amount of all Purchase Orders issued.

Open Ordered Amount shows the total amount of all open Purchase Orders.

Dashboard Tables

# Of Purchase Order Lines By Line Status

This table lists all PO line statuses and the number of Purchase Orders for each.

Ordered Amount By Line Status

This chart shows the percentage of each PO line status.

Purchase Order Inquiry Details

This table allows users to see rows of Purchase Orders. Users can use table-specific filters to help further define their search. Columns that users will find useful in this reporting table are:

• Purchase Order Number: The assigned PO number. PO’s that start with CNV are a converted non-subaward PO. Ones that start with SA are converted subaward PO.
• Line/Header Status: This lists the status of the line item/overall Purchase Order. These statuses are:
  • Canceled: Indicates that the order line is canceled.
  • Closed: Indicates that no further fulfillment activity is expected on the purchase order line.
  • Closed for Invoicing: Indicates that no further invoicing activity is expected on the purchase order line.
  • Closed for Receiving: Indicates that no further receiving activity is expected on the purchase order line.
  • Finally Closed: Indicates that all receiving and invoicing activity on the purchase order line is complete.
  • On Hold: Indicates that the receiving and invoicing activity is suspended on the order. These activities can resume after the hold is removed.
  • Open: Indicates that the order line is open for receiving and invoicing activities.
  • Rejected: Indicates that the order line is rejected by supplier during acknowledgment.
• Remaining Balance: This amount is calculated by subtracting the invoice amount paid from the ordered amount.