V9 - Vendor efficiency report

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Use case

The Vendor efficiency report (Operations > Reports > Purchasing > Vendor efficiency) provides information on the turnaround time used by a vendor showing each item from the time a purchase order is placed until it is received.

 

While the basics for running any report in SOS Inventory are covered in Reporting introduction and Running a report, the filters, options, and columns specific to the Vendor efficiency report are explained below.

 

Filters

From date and To date.

• Relative/Absolute toggle. Used for customized and scheduled reports. 
  • Relative automatically recalculates the date whenever the report is reopened or run. It must be used in tandem with the Quick date selector, which assigns a general time frame (e.g., Today, Yesterday, Start of last week, End of last month, etc.) instead of a specific date. 
  • Absolute, the default, keeps the exact date.
• The system automatically populates the current date in the date field by default. You can change specific dates manually according to the Date format established in your User settings (either MM/DD/YYYY or DD/MM/YYYY), or by using the Calendar (event). 
• Even if you are not creating or running a customized or scheduled report, you may find it more convenient to use the Quick date selector, which assigns a general time frame (e.g., Today, Yesterday, Start of last week, End of last month, etc.) instead of a specific date.

 

Location. Select All or an individual location. All is the default. 

 

Categories. Select All or individual categories. The default is All. Multiple individual categories can be selected. To use this filter, categories must be defined in SOS Inventory.

 

Item name contains. Type all or part of an item name.

 

Vendor. Select one from the dropdown.

 

Options

Show "from" and "to" dates. If checked, shows a date range at the top of the report, based on your From date and To date filters. The date range appears when Display is selected under Retrieve your report. If the report is retrieved by Email or Download, the As of date will appear only if you print your spreadsheet. If a header is also entered for the report, the date will be displayed below the header.

 

Group by. A set of options that allows you group items by None, Item, or Vendor. The default is None, which orders the rows according to their purchase order transaction number (PO #). If your Group by option is set to Item, all purchase orders that have that item on it will be grouped under the item name. The same principle applies when the Group by option is set to Vendor. Purchase orders will be grouped under the vendor listed on the transaction.

 

Header. Enter header text for the report, if desired. The header appears when Display is selected under Retrieve your report. If the report is retrieved by Email or Download, the header will appear only if you print your spreadsheet.

 

Footer. Enter footer text for the report, if desired. The footer appears when Display is selected under Retrieve your report. If the report is retrieved by Email or Download, the footer will appear only if you print your spreadsheet and will display above the system-generated text, Report Generated [date] [timestamp].

 

Columns

The default columns for the Vendor efficiency report are PO #, PO Date, Vendor, Item, Description, Ordered, and Received. Selecting the PO # of a transaction goes to the transaction record on the Purchase orders list. Sixteen additional SOS columns are available, as well as any custom fields you have created for purchasing transactions.

 

Sample Vendor efficiency report

This sample Vendor efficiency report covers the period from the Quick Date Selector of Start of last quarter and End of last quarter. The Location is set to All, and the Group by option is set to Vendor. All default columns except Description are displayed. Columns for ETA, Received Date, and On-Time Delivery? are built into the report.

 

An On-Time Delivery? of Yes means that the vendor delivered the goods at or before the ETA. If No, the goods were not received on time—or were not received at all. In the vendor Totals line, the On-Time Delivery? percentage reflects the vendor's overall efficiency in getting items delivered during the reporting period.

 

 

Notes

SOS Inventory calculates a vendor's efficiency by comparing the date of item receipt with the date specified in the Expected Date field of the associated purchase order. If the Expected Date field is left blank on the purchase order, the system cannot determine whether the items were received on time. The purchase order and its items will be excluded from the Vendor efficiency report.