Last modified: 08/19/2015 1/6 Boston University

Transcription

1 Introduction Description This document describes how to modify a Business Warehouse Funds Management report in order to focus on Limit Order summary information, including initial amounts and invoice totals - for specified Funds Centers or Funded Programs. Note that another Help Document, BW How to - View Limit Orders Transaction Detail-level, describes how to create a Limit Order transaction-level report that displays all invoice activity to date. Prerequisites It is assumed that you are familiar with Limit Orders. For detailed information about Limit Orders, refer to the Sourcing & Procurement Procure-to-Pay Employee Guide. Menu Path BUworks Central Reporting SRM SRM Distributed Purchasing Document Lifecycle Report Transaction None Tips and Tricks At times you may need to use your scrollbar to view additional information. Instructions calling for a mouse right-click can be executed on a Macintosh computer with a one-button mouse by holding down the CTRL key while clicking. Characteristics must be removed from a report one at a time. However, multiple Key Figures can be removed (or added). Refer to the Help guide BW How to - Hide or Show a Key Figure. Online Help Guides Referenced in this Document BW How to - Specify Report Dates BW How to - View Limit Orders Transaction Detail-level Procure-to-Pay Employee Guide BW How to - Filter Report Data BW How to - Hide or Show a Key Figure BW How to - Add, Remove, or Move a Column in a Report BW How to - Add a Result/Subtotal Line BW How to - Save and Use a View Last modified: 08/19/2015 1/6 Boston University

2 Instructions The following instructions will enable you to view Limit Orders established for an individual or group of Funds Centers or Funded Programs. The technique described makes use of several Business Warehouse (BW) reporting features, so it s important that the user has a solid grounding in how to use the reporting tool and in understanding the data presented in BW reports. The following steps are involved in reaching the final goal of being able to view all summary-level information for Limit Orders being investigated: Process Step Run the report Organize the result Analyze the results Add Calculated Key Figures Description Run the Purchasing Document Lifecycle report. Specify a date range wide enough to include the starting date of your Limit Orders. Restrict the PO numbers to show only Limit Orders Organize the report to view results by Purchase Order number, Shopping Cart number, and Vendor; remove existing subtotals and add a new one Examine the results to review transactions against each Limit Order. Identify which Limit Order amounts are nearly exhausted, which ones may be over expended, or which have no charges against them. This is an optional step to add two Key Figures. The first calculates the dollar amount remaining for each of your purchase orders and the second calculates the percentage that remaining amount represents. Execute the Report Run the Purchasing Document Lifecycle report in the SRM Distributed folder. 1. Click on the Portal link to start the report. The Variable Entry screen is displayed. 2. Enter selection criteria via the Variable Entry screen. Process Start Date is the only required field. 3. Enter a date range broad enough to include all of your limit orders, from initial creation through the current date (typically the entire fiscal year, but this is not always the case). If you need help entering the date range, refer to the online document BW How to - Specify Report Dates for detailed information regarding date specification. 4. All Limit Orders begin with the digits 86, so enter the range in the Purchase Order Number field. Click OK to run the report. Last modified: 08/19/2015 2/6 Boston University

3 Organize the Filtered Result With the report now showing only Limit Orders, you may want to change the column order to develop an accurate picture of each one. Here are suggested actions: 1. Move Purchase Order Number to the left-most column, followed by these Characteristics in this order: Vendor, Shopping Cart Number, Shopping Cart Name and, if useful to you, Requester Remove extraneous Characteristics PO Name, Goods Receipt Number, Item in Goods Receipt and the two Characteristics with detail-level of no use for the current investigation Invoice Number and Item in Invoice Remove the Vendor subtotal: click directly on the Result label and drag it out of your report. 4. Remove all Key Figures except Invoiced Value and Hdr Level Total Value. Your modified report will now look like this, where Hdr Level Total Value represents the initial Limit Order amount and Invoiced Value is the total amount charged to each Limit Order as of the date you specified when you ran the report. Analyze the results You can now analyze the results to view all activity against the Limit Orders identified (for Funds Centers and Funded Programs you are authorized to view). In the example above, note that the highlighted Limit Order has been overspent. 1 Moving and removing Characteristics from a report is described in the online help document BW How to - Add, Remove, or Move a Column in a Report Last modified: 08/19/2015 3/6 Boston University

4 Optional: add calculated Key Figures This section describes how to create two calculated Key Figures. The first will display the amount remaining on each of your Limit Orders. The second calculates the percentage that the remaining amount represents. Calculate amount remaining for each Limit Order 1. Right-click on any one of the Key Figures to display the context menu. 2. Slide the cursor down to Calculations and Transactions, then slide right over Formulas and click on New Formula. The Formula Builder window is displayed 3. Enter a Description. This will appear as the label on the new Key Figure column We want to show the Limit Order remaining amount, which is the difference between the original total (Hdr Level Total Value) and the total invoiced to date (Invoiced Value). 4. Enter the calculation. Click on the Operand Hdr Level Total Value to add this to the formula. Click on the - Operator and, finally, click on the second Operand, Invoiced Value 5. Click OK to execute the calculation 6. Here is the result of the calculation. Next, sort the Amt Remaining column so amounts appear in ascending order. That will enable you to quickly identify any Limit Orders that are at or close to their limit amount. Last modified: 08/19/2015 4/6 Boston University

5 Calculate amount remaining as a percentage We can add a calculated Key Figure to show the remaining amount as a percentage. To start, follow Steps 1-3 in the previous calculation. Specify a Description, e.g., % Remaining. 4. The calculation is this: 100 times the amount remaining divided by the original Limit Order Amount. Enter the calculation using the Operands and Operators available in the Formula Builder window. Your formula will like that in this example 5. Click the OK button 6. Here s the result of the calculation Three decimal places is probably too fine a point to put on this calculation, so let s adjust that 7. Right-click on any one of the cells in the % Remaining column, slide the cursor down to Properties, then move the cursor to the right and click on Data Cell 8. Select the Number Format tab 9. Click the Number of decimal places drop-down and select the number of decimal places you want 10. Click the OK button Last modified: 08/19/2015 5/6 Boston University

6 Here s the result adjusted to a single decimal place Results and Next Steps You may want to save this modified report as a View, a template you can use again to examine Limit Order activity without having to repeat the steps outlined in this document. Keep in mind, though, that you may need to adjust the Posting Date range when running your saved View. The document BW How to - Save and Use a View provides step-bystep instructions for saving and running a View. To continue your analysis, you may want to view your Limit Orders at the transaction level. The Work Instruction BW How to - View Limit Orders Transaction Detail-level provides step-by-step instructions to view all activity against your Limit Orders. Last modified: 08/19/2015 6/6 Boston University