Analyzing Procurement History

This chapter provides an overview of procurement history analysis and discusses how to:

Configure procurement analysis inquiries.
Generate procurement history.
Generate vendor analysis data.
View procurement analysis data.

Understanding Procurement History Analysis

Analyzing procurement data provides you with information about procurement trends and can assist you in managing vendor relationships. PeopleSoft Purchasing enables you to accumulate and analyze summaries of purchasing, invoicing, and receiving transactions.

PeopleSoft Delivered Inquiry Types

You configure procurement analysis inquiries based on reporting entities and user IDs. For every user ID, you can configure seven procurement analysis inquiry profile IDs. Each profile ID corresponds to an inquiry type. When you configure a profile ID, you define defaults for the kinds of data that are in the inquiry, as well as how the data appears.

PeopleSoft delivers seven default inquiry types:

Purchase order history items.
Purchase order schedule list.
Receiver history items.
Receiver schedule list.
Requisition list.
Voucher history items.
Voucher list.

Configuring Procurement Analysis Inquiries

This section discusses how to:

Define reporting entities.
Set up candidate fields.
Create a procurement analysis view.
Set up candidate views.
Set up inquiry profiles.

See Also

Defining Reporting Entities

Setting Up Candidate Fields

Setting Up Candidate Views

Setting Up Inquiry Profiles

Pages Used to Configure Procurement Analysis Inquiries

Page Name	Object Name	Navigation	Usage
Define Procurement Controls	PRCR_ENTITY_TBL	Purchasing, Analyze Procurement, Setup Profiles, Define Procurement Controls	Set up reporting entities, which function as high-level groupings for your inquires.
Field Candidate Setup	PRCR_FLDCAN_TBL	Purchasing, Analyze Procurement, Setup Profiles, Field Candidates, Field Candidate Setup	Select fields that you want to be eligible for selection for an inquiry type.
View Candidate Setup	PRCR_VIEW_CAN	Purchasing, Analyze Procurement, Setup Profiles, Views, View Candidate Setup	Create views of procurement data to use in inquiry functions.
Inquiry Profile Setup	PRCR_PRF_OPR	Purchasing, Analyze Procurement, Setup Profiles, Profile Inquiries, Inquiry Profile Setup	Define up to seven inquiry profiles per user ID to be used as filters for viewing either history files or current data in procurement tables (called lists).

Defining Reporting Entities

Access the Define Procurement Controls page.

Chunk Size	Enter the number of rows to retrieve at one time. To help improve performance, PeopleSoft recommends that you indicate a specific number of rows of data to retrieve (for example, 10 rows).
Calendar ID	Select the ID for a predefined calendar, which you set up on the Business Calendar page. Procurement analysis uses it to determine which data to retrieve and process based on dates.

Data Selection Criteria

Use the Data Selection Criteria group box to define high-level reporting entity data selection criteria.

Include PO Data	Select if you want the inquiries for the reporting entity to include purchase order data.
Include all PO units	Select if you want to include all purchasing business units in this reporting entity.
Include AP Data (include accounts payable data)	Select if you want the inquiries for the reporting entity to include voucher data.
Include all AP units(include all accounts payable units)	Select if you want to include all accounts payable business units in this reporting entity.
Include Receiver Data	Select if you want the inquiries for the reporting entity to include receipt data.
Include all Receiving units	Select if you want to include all receiving business units in this reporting entity.

Setting Up Candidate Fields

Access the Field Candidate Setup page.

Inquiry Type	Displays the applicable view name. Values include: PO Schedule List (PRCR_LST_APO_VW). Procurement History List (PRCR_HST_AAA_VW). Receiver Schedule List (PRCR_LST_ARC_VW). Requisition List (PRCR_LST_ARQ_VW). Voucher List (PRCR_LST_AAP_VW).
Field Heading	Enter a user-defined field heading name that you use to identify the candidate field that you select in the Field Name field. When you define profile IDs, you define the field data that you want to retrieve by selecting from these field headings.
Field Name	Select the candidate field that you want to retrieve. The field must exist in the selected inquiry type view to be available for selection.
Field Type	Displays the field data type, such as numeric or character.

Creating a Procurement Analysis View

To create a view that is eligible for use in procurement analysis:

Define the new Structured Query Language view by using PeopleTools Data Designer.

The fields in this view should be based on fields in a view that is available in the View ID field on the View Candidate Setup page.
Modify the view text of the procurement analysis valid candidate view (PRCR_VALID_VIEW) to include the new view by using PeopleTools Data Designer.
Create the new view as well as the valid candidate view (PRCR_VALID_VIEW) by using PeopleTools Data Designer.

This step creates the view in the database by using the PeopleTools definition.
Access the View Candidate Setup page to set up the new view, associate it with an inquiry type, and make the view eligible for selection in the inquiry profile setup.

See Also

Enterprise PeopleTools 8.46 PeopleBook: Data Management

Setting Up Candidate Views

Access the View Candidate Setup page.

View By	Displays the user-defined name of the view.
View ID	Select the view used to create the View By.
Inquiry Type	Select the inquiry type for which the view by value can be used.

Setting Up Inquiry Profiles

Access the Inquiry Profile Setup page.

User ID	Select the user ID that uses the inquiry profile.
Procurement Profile ID	Select a profile ID. Seven profile IDs exist for each user ID: PO History Items PO Schedule List Receiver History Items Receiver Schedule List Requisition List Voucher History Items Voucher List
RPT Entity (reporting entity)	Select the data selection criteria that are defined for the selected reporting entity that apply to the inquiry profile.
Inquiry Type	Displays the inquiry type with which the inquiry profile is associated. The profile can be used only by this corresponding procurement analysis inquiry.
View By	Select a view by which to display the inquiry. System-delivered views include By Vendor, By Ship To, or By Ship to by Vendor, but your organization can configure views and set them up by using the View Candidate Setup page.

Field Sequencing

Use the Field Sequencing group box to specify the inquiry fields and the sequence in which they appear. To change the sequence of the fields, use the arrows that are adjacent to the field heading.

You can override defaults that you configure here on the inquiry display pages.

Generating Procurement History

This section provides an overview of the Procurement History Update Application Engine process (FS_PRCRUPD) and discusses how to run the Procurement History Update process.

Understanding the Procurement History Update Application Engine Process (FS_PRCRUPD)

This process populates the history tables. It selectively accumulates procurement history for the following transactions:

Purchase order schedules
Receipt lines
Voucher lines
Payments

Run this process as frequently as needed to refresh procurement history periods with current data. That might be once a day or once a week, depending on transaction volume.

The history that this process builds from these data sources can be viewed by using the online procurement history analysis pages. The views appear according to the inquiry profiles that you configure.

Page Used to Generate Procurement History

Page Name	Object Name	Navigation	Usage
Update Procurement History	RUN_CNTL_PRCR_UPD	Purchasing, Analyze Procurement, Update Procurement Info, Update Procurement History	Set up run-control information for the Procurement History Update process and run it. This process accumulates procurement history from the transaction tables.

Running the Procurement History Update Process

Access the Update Procurement History page.

Reporting Entity ID	Select the reporting entity ID. It determines the business units for which procurement history data is generated, as well as the kinds of data that is selected.
Relative	Select this option to run this process on a range of periods that are relative to the current period. The Start - Current Period Minus and End - Current Period Minus fields are available for entry when you select this option. This option is useful if you choose to schedule history updates. After you enter relative period information and save it here, the process runs with these parameters each time that the PeopleSoft Process Scheduler submits the process.
Start - Current Period Minus	Enter the number of periods before the start of the current periods at which you want to begin procurement history accumulation.
End - Current Period Minus	Enter the number of periods before the start of the current period at which you want to end procurement history accumulation.
Specify	Select this option to define a specific period range for which you want to generate procurement history data. The Start Period, Start Year, End Period, and End Year fields become available for entry when you select this option.

See Also

Defining Reporting Entities

Generating Vendor Analysis Data

This section provides an overview of the Vendor Performance Analysis Build Cube process (POVENDOR) and discusses how to run the Vendor Performance Analysis process.

Understanding the Vendor Performance Analysis Build Cube Process (POVENDOR)

Use this process to extract data from the Procurement History table (PRCR_ITEM_HST) by using a predefined standard query of purchase order, receipt, and voucher history.

The process builds a vendor analysis cube from the data that the Procurement History Update process creates in PRCR_ITEM_HST table. The cube is used with the PeopleSoft Cube Manager, which integrates with Cognos PowerPlay.

After you run the Vendor Performance Analysis process, you are transferred to the Cognos PowerPlay tool in the Windows client. Using the PeopleSoft interface to PowerPlay, you can review summarized historical information and also manipulate the data in many ways. The interface to PowerPlay starts with the definition of a query that uses the PeopleSoft PS/Query tool.

See Also

Enterprise PeopleTools 8.46 PeopleBook: PeopleSoft Query

Page Used to Generate Vendor Analysis Data

Page Name	Object Name	Navigation	Usage
Build Vendor Analysis Cube	PO_OLAP_VND_REQ	Purchasing, Analyze Procurement, Build Vendor Analysis Cube, Build Vendor Analysis Cube	Set up run-control information for the Vendor Performance Analysis process and run it. This process extracts the data from Procurement History (PRCR_ITEM_HST), and generates the cube for PowerPlay.

Running the Vendor Performance Analysis Process

Access the Build Vendor Analysis Cube page.

Cube Instance ID	Select the VENDOR_ANALYSIS - Vendor Performance Analysis cube instance ID for the query.
	Click the Open Cube Instance Definition button to access the Cube Inst Def (open cube instance definition) page.
Reporting Entity ID	Select a reporting entity ID. It determines the business units for which vendor procurement data is generated, as well as the kinds of data that are selected.
As of Date	The As of Date value does not have to correspond to an actual transaction date. This date is passed on to the cube for reporting purposes only.
Post-Build Script	Refers to an MDL file for PowerPlay or any command line for Windows. This feature enables you to extend the capabilities of the Cube Manager. For example, you can use this feature to specify an Esscmnd script that sets up security. Rather than manually configuring security each time a cube is built, you can write a script once and use the Post-Build Script field to run it for each build.
Meta-Data Action	Select Create, Update, or None.
Data Action	Select Create, Update, or None.
Currency	Select the currency that is to be applied to all retrieved data.

See Also

Enterprise PeopleTools 8.46 PeopleBook: PeopleSoft Cube Manager

Viewing Procurement Analysis Data

This section discusses how to:

View purchase order data.
View receipt data.
View voucher data.
View requisition data.

View accumulated and summarized procurement history data in one of the seven inquiries:

PO history inquiry.
Receipt history inquiry.
Voucher history inquiry.
Purchase order list.
Receipt list.
Voucher list.
Requisition list.

The data that appears in these inquiries varies depending on the user ID and the configuration of the associated inquiry profile IDs.

Common Elements Used in This Section

%CAN (percent canceled)	Percentage of the order that is canceled.
%RCV (percent received)	Percentage of the order that is received.
%REJ (percent rejected)	Percentage of the order that is rejected.
%RTN (percent returned)	Percentage of the order that is returned.
Amt Ordered (amount ordered)	Amount that is listed on the purchase order.
Bank Code	Code that is assigned to the bank from which the item invoice is to be paid.
CUR/Currency	Purchase order transaction currency.
Days Vary	Number of days by which the item may arrive early or late without being rejected and returned.
Early Ship	Number of days by which an item may arrive early without being rejected.
Gross Paid	Gross amount that is paid, not taking into account any discounts or adjustments.
Inquiry Results	Displays field values according to criteria that is defined for the user ID and associated inquiry profile IDs. These values are chosen to produce procurement analysis inquiries that are relevant to the user ID. Inquiries initially retrieve only fields that are predefined. However, you can use the selection criteria page for each inquiry to alter the current view by selecting new search parameters to retrieve exactly the amount and type of information for which you are looking.
LT MAD (lead time mean absolute deviation)	Lead-time mean absolute deviation.
Late Ship	Number of days by which an item may arrive late without being rejected.
Num Receipts (number of receipts)	Number of receipts that are generated for the item.
Over Ship (over shipped)	Number of items by which the order may be overshipped without being rejected.
PO Count	Number of purchase orders that are associated with the receipt line.
Paid Amount	Amount that is paid on the purchase order, less any discounts or adjustments.
Pay Currency (payment currency)	Payment currency.
Receipt WT (receipt weight)	Weight of items that are received.
Receiver	Receipt ID.
Unit PO (Purchasing unit)	Purchasing business unit.
Under Ships	Number of items by which the order may be undershipped without being rejected.
UOM WT (unit of measure weight)	Unit of measure for the weight of the item.
Vendor Cat ID (vendor catalog ID)	Vendor catalog ID.

Pages Used to View Procurement Analysis Data

Page Name	Object Name	Navigation	Usage
PO History Inquiry	PRCR_HST_INQ	Purchasing, Analyze Procurement, Review Procurement Information, Purchase Order History, PO History Inquiry	View purchase order data in the procurement history table.
History selection criteria	PRCR_HST_SELECT	Click the Select button on the PO History, Receipt History inquiry, or Voucher History inquiry pages.	Retrieve data to the inquiry page. The data retrieved is based on the selection criteria that you define in the inquiry profile for the user ID. Any defaults that you establish there appear on the inquiry page. You can override these defaults and define additional selection criteria on this page.
Receipt History Inquiry	PRCR_HST_INQ	Purchasing, Analyze Procurement, Review Procurement Information, Receipt History, Receipt History Inquiry	View receipt data in the procurement history table.
Voucher History Inquiry	PRCR_HST_INQ	Purchasing, Analyze Procurement, Review Procurement Information, Voucher History, Voucher History Inquiry	View voucher data in the procurement history table.
Purchase Order List	PRCR_PO_LIST	Purchasing, Analyze Procurement, Review Procurement Information, Purchase Order Lists, Purchase Order List	View data in the current purchase order tables.
PO Inquiry selection criteria	PRCR_PO_SELECT	Click the Select button on the Purchase Order List inquiry page.	Retrieve data to the inquiry page. The data that is retrieved is based on the selection criteria that you define in the inquiry profile for the user ID. Any defaults that you establish there appear on the inquiry page. You can override these defaults and define additional selection criteria on this page.
Receipt List	PRCR_RC_LIST	Purchasing, Analyze Procurement, Review Procurement Information, Receiver Lists, Receipt List	View data in the current receipt tables.
Receipt Inquiry selection criteria	PRCR_RC_SELECT	Click the Select button on the Receipt List inquiry page.	Retrieve data to the inquiry page. The data that is retrieved is based on the selection criteria that you define in the inquiry profile for the user ID. Any defaults that you establish there appear on the inquiry page. You can override these defaults and define additional selection criteria on this page.
Voucher List	PRCR_VC_LIST	Purchasing, Analyze Procurement, Review Procurement Information, Voucher Lists, Voucher List	View data in the current voucher tables.
Voucher Inquiry selection criteria	PRCR_VC_SELECT	Click the Select button on the Voucher List inquiry page.	Retrieve data to the inquiry page. The data that is retrieved is based on the selection criteria that you define in the inquiry profile for the user ID. Any defaults that you establish there appear on the inquiry page. You can override these defaults and define additional selection criteria on this page.
Requisition List	PRCR_REQ_LIST	Purchasing, Analyze Procurement, Review Procurement Information, Requisition Lists, Requisition List	View data in the current requisition tables.
Requisition Inquiry selection criteria	PRCR_REQ_SELECT	Click the Select button on the Requisition List inquiry page.	Retrieve data to the inquiry page. The data that is retrieved is based on the selection criteria that you define in the inquiry profile for the user ID. Any defaults that you establish there appear on the inquiry page. You can override these defaults and define additional selection criteria on this page.
Vendor Information - Identifying Information	VNDR_ID1	Click the Vendor link on these pages: PO History Inquiry Receipt History Inquiry Voucher History Inquiry Purchase Order List inquiry Receipt List inquiry Voucher List inquiry Requisition List inquiry	Enter vendor identifying information.
Conversations	VNDR_CNVRSTN	Click the Vendor Conversations link on these pages: PO History Inquiry Receipt History Inquiry Voucher History Inquiry Purchase Order List inquiry Receipt List inquiry Voucher List inquiry	Track ongoing discussions and conversations with vendor contacts. You must enter the vendor and contact before you record conversations.
Purchasing Attributes	ITM_TBL_PUR	Click the Item link on these pages: PO History Inquiry Receipt History Inquiry Voucher History Inquiry Purchase Order List inquiry Receipt List inquiry Voucher List inquiry	Enter basic purchasing information for an item.

Viewing Purchase Order Data

Access the Purchase Order List inquiry page.

Amount	Total line cost.
PO Date	Purchase order creation date.
Price	Purchase order item unit cost.
Status	Purchase order status.
VND Item (vendor item)	Vendor item code.

Viewing Receipt Data

Access the Receipt List inquiry page.

Origin	Source of the receipt.
PO Price	Purchase order item unit price.
PO Ship Amt (purchase order shipped amount)	Cost of the purchase order items that are shipped.
PO Ship Qty (purchase order shipped quantity)	Number of purchase order items shipped.
Status	Purchase order status.
Unit	Receiving business unit.

Viewing Voucher Data

Access the Voucher List inquiry page.

Amount	Total line cost.
Inv Date (invoice date)	Invoice issue date.
Recv Ship (receiving ship to)	Ship to location where the items are received.

Viewing Requisition Data

Access the Requisition List inquiry page.

Business Unit	Business unit that generates the requisition.
Merchandise Amt (merchandise amount)	Cost of the total number of the items requested.
Name 1	Item vendor full business name.
Order Line	Order Management order line number for direct shipments.
Order Management BU (order management business unit)	Order Management business unit for direct shipment orders.
Order No (order number)	Order Management order number.
Requisition Date	Requisition creation date.
Requisition Price	Unit price of the requisition item.
Ship Via Code	Code for the shipping method designated for the item.
ShipTo SetID	SetID to which the item is to be shipped.
Status	Requisition status.