Buy A&M Business Intelligence Manual
Contents
1. 7 CREATEAN AD REPORT FROMA TOPIC a ean TER 12 HOW DG I REOPEN AND EDIT a 19 HOW DO MY AD HOC REPORTS AVAILABLE TO OTHER BUY A amp M USERS 19 FIOWHDOACREATE A CHART P eel io On E anced 20 HOW DO TiGREATEA CROSSTAB REPORT eet ea duo fcd cada s 20 WHAT OTHER RESOURCES ARE AVAILABLE TO ASSIST ME WITH AD HOC REPORT DEVELOPMENT scecececcececscescccesccececucaceecececucas 21 B liu 21872 1 4 D cC 22 HOW DO VIEW THE DASHBOARD CREATED FOR MY BUY A amp M ROLE 22 HOW DO VIEW THE DASHBOARD ASSIGNED TO MY SPECIFIC USER 10 2 nennen reset e seen 22 HOW DO CHANGE THE DASHBOARD ASSIGNED TO MY USER ID cscececcecscscascccecucesescecscucaeaececncnsasencusaseececususaeaececusasaeaecucusaeans 22 HOW DO CREATE DASHBOARDS WITHIN BUY A amp M 23 APPENDIX UNDERSTANDING B2. The report is designed to tally the PO receipts and then display the dollar amount that has not been invoiced Unpaid Receipts The report will tally the PO receipts and the amount that has not been paid The calculation sums the receipt totals and invoice totals and shows the difference NIGP Spend Analysis Detail The report is designed to show the total amount of spend by NIGP code The detail report includes listing the individual releases for each department NIGP Spend Analysis Summary This report is designed to show the total amount of spend by NIGP code The summary report summarizes spend by each department and does not show individual PO documents On Off Contract Spend Analysis Detail On and Off Contract Spend Analysis report is designed to show the total amount of spend on contract releases and off contract The detail reports displays the individual documents included in the calculation On Off Contract Spend Analysis Summary On and Off Contract Spend Analysis report is designed to show the total amount of spend on contract releases and off contract The summary report displays the sum total but does not display the individual documents in the calculation Purchasing Statistics Statistics on the number of requisitions and purchase orders by Organization and department Captures number of documents number of line items average line items and total dollar amounts Spend by Vendor Category Detail The report is designed t
3. To find all possibilities in a field use To find possibilities with some number or text contained use 22 if want to find everything that ends in 22 or use 22 if you want to find everything that has a 22 in it anywhere To find the exact data use the exact text or number contained within the field Hoc Reporting What is Ad Hoc Reporting and how does it relate to the Buy A amp M database The Ad Hoc reporting component of Buy A amp M BI allows users to create their own reports on a one time basis or to be run regularly To make ad hoc reporting user friendly the database has been grouped into useful DOMAINS of data Domains also put user friendly labels on the data fields helping the user tie the data back to screens seen within the Buy A amp M application Ad Hoc report users do not have rights to create Domains Domains are used to create reporting TOPICS Topics further narrow the data that will be used on a report and allow users to establish the data parameters for the report The ad hoc report allows users to select the data that will appear in the report in what order and how BuySpeed Database Buy A amp M BI Ad Hoc Reporting users can create ad hoc reports in one of three ways e By building a report from a Domain Select Domain gt Create Topic Design Report e By building a report from an existing Topic Select Topic Design Report Bymodifying an existing Topic save as new Open Topic
4. Out Receipts Returns For each transaction type Cost Total Overhead Total Cost Total Overhead Restock and Overall Total Restock Total is calculated Inventory ABC Analysis Groups data by A B C Priority Code and provides a summary total for each group Lists site and stock item information issue quantity quantity on hand Class ltem for each item Inventory Forecast Analysis Lists the last twelve months of activity and makes a forecast for the next twelve months Historical forecast quantity and dollar amount for each stock item is 28 e Inventory Item Catalog Lists inventory catalog stock item numbers descriptions and prices unit Sorted by Site e Inventory Items on Order Lists inventory stock items on order details about each stock item including quantity on hand quantity on order and associated vendor and purchase order details e Inventory Performance Analysis Calculates fiscal year stock outs and turn ratio for each stock item Lists the last date a stock item was issued current price quantity on hand e Inventory PO Receiving Lists Purchase Order and Receipt Details including order and receiving quantities and dates e Inventory Transaction Log Doc ID Sort Inventory Transaction Log Sorted by Document ID e Inventory List Basic List Lists Location Stock Item Aisle Bin Description Order Method Class and Term Item Details and History Lists Location St
5. Purchase Order Total Amount x 351 35 307 43 00000141 Industries 00000141 Industries 00000141 450 41 367 04 00000141 Industries 00000141 Industries Sidhal LLC Sidhal LLC Sidhal Lic Sidhal Lic Sidhal Vendor Name and Nbr Formatted x State Use for sorting This will allow you to use the column for sorting the data on the report If more than one data field is being used for sorting you can select the order in which the sorting occurs and whether the sorting is ascending or descending order Add Summary Will add a total line for the selected column If the column is a number it will add the numbers together to get the total If the column 15 text it will summarize a count Org Id NYSARC Buyer AHARTENFELS PO 11 AGENCY 351 35 00000141 Sidhal 00001 000100 idR Ind PO 11 AGENCY Eon 45 00001 000195 d Buyer AHARTENFELS 658 78 ustries LLC 00000141 Sidhal ustries LLC 14 Create Filter This allows user to establish a filter for that data field that did not previously exist for the topic In the example below by selecting the dollar amount column the user was able to establish a filter for results between 500 and 9000 gt 2 T Ez Sample Data Full Data Table Chart Crosstab Baldwin Harbor Columns Number with Release x Purchase Order Total Amount x gt Vendor Name and Nbr Formatted x State x Bayville B
6. additional assistance when creating a report Hovering your cursor over any icon will give you more information about the purpose of the icon iple DI hart Crosstab PO ymber x Orde of 2 Purcha Order Total Switch Change Change input values x groups MI sort order on parameters Toggle between design Save Export functions options DUVET P PO 11 AGENCY Step 5 Save the Report To save the report for modifying or re running at a later date select the save icon on the Designer Tool bar Add the report name and select the repository folder in which to save it 17 E Data View Name required Sample view of PO data Data view Description Total Report Name required Sample view of PO data Report Report Description 11 AGENCY 01 000100 11 AGENCYJ 01 000195 al Ad Hoc Components xi BuySpeed Custom Ei Personal Folders BUYSPEED 11 AGENCY 01 000006 11 AGENCY 01 000008 11 AGENCY 01 000013 11 AGENCY 01 000014 11 AGENCY 01 000015 Step 6 Run report To display the report in a final format and save it to your workstation the report must be run using one of the available formats Click the run report icon on the designer tool bar and a new window will open for selecting the format and updating the parameter selections Administrator Syste
7. an ad hoc report you may open and edit that report by selecting Library from the toolbar B E o dt Ej Purchase Order Header Table Sample Data Full Data Buyer Spacer Number with Release x Org Id Columns E AE Purchase Order Total Amo of Total Purchase Order Total Amount From here navigate to the Ad Hoc view or report you want to open Right click on the Name of the item you want and you will have different options depending on the type of item you are choosing For Ad Hoc Views you can either Open the view allowing you to edit it or Create Report which generates a report based on the Ad Hoc view as it exists v Description Sample view of PO data Report 2 Ad Hoc View Report Ad Hoc View Create Report NESpend NHSpend NJSpend oon For Reports you can either Run the report which generates and displays a report based on current data or Schedule which allows you to create a scheduled delivery of the report 7 Description Type Sample view of PO data Report 2 Report Th Ad Hoc View Report Report Ti Sample view of PO data d Hoc Vi T NESpe NHSpe Schedule NJSpe SCSpend DTC nand How do I make my ad hoc reports available to other Buy A amp M users If you would like to make the report accessible to other Buy A amp M users the pie administrative repor
8. to generate a bar code from an aisle bin number Analysis Recap Groups data by Stock Item Category Calculates period ending value how many times items in the category went out of stock and how many times stock turned over within a year of period ending date Analysis Recap FIFO Oracle SQL Server versions Groups data by Stock Item Category Calculates period ending value how many times items in the category went out of stock and how many times stock turned over within a year of period ending date Analysis Recap LIFO Oracle SQL Server versions Groups data by Stock Item Category Calculates period ending value how many times items in the category went out of stock and how many times stock turned over within a year of period ending date Charge to Department Inventory Transaction Summary sorted by transaction date Lists charge to Departments and accounts extended amount total cost overhead amount restock charges for each inventory document number Charge to Department Accounting Detail Inventory Transaction Summary with Detailed Accounting information Sorted by Department Site Stock Item Number Document Number and Item Number Lists charge to Departments and accounts Destination and Transfer Sites quantity extended amount overhead amount restock charges for each inventory document and item number Charge to Recap Groups total transactions by date or site Issues Adjustments In Adjustments Out Transfers In Transfers
9. were selected to be notification of a formal bid by vendor category and category type A selection criterion includes user entered beginning and ending input parameters Vendor Participation by Category The Vendor Participation by Bid and Category report lists the vendor category and category types for each vendor who responded with a quote on the bids selected Vendor Participation by Category Type The Vendor Participation by Category and Category Type report summarizes the number of vendors of each category and category types that responded with a quote for the bid selected Vendor PO by Category The Vendor PO by Category report lists the category and category type of the awarded vendors on POs and the summary of the number of POs to each category type Blanket Contract Dollar Thresholds Contract report that shows the control tab information for blankets contracts including dollar amounts remaining in contract limit and each department s spend to date Workload Analysis by Buyer The total number of days a particular requisition or purchase order is in process up until the purchase order is ready to send to the vendor Expiring Contracts The report is designed to display contracts whose expiration dates are within the range selected by the user This will include the dollars spent to date User may select from range of days to expiration Inventory Reports Aisle Bin Bar Code Not currently used anywhere in the app but can be used
10. Buyopeed POWERED BY Per scope Business Intelligence Solution User Manual Buy A amp M Business Intelligence TABLE OF CONTENTS WELCOME TO BUY A amp M BUSINESS INTELLIGENCE cccccccsccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccccecs 3 ANALYTICAL BASELINE REPORTS a DR Se TURIS S URN RIVE 3 BASELINE REPORTS nite i et aie C E 3 CANA MODIFY THESE REPORTS To Uf seid ee alee eae LL E vase dad en LA Su n i E i E ae 3 WHERE ARE THE ANALYTICAL REPORTS FOUND du 3 HOW DO E REPORT E 3 THE OUTPUT OPTIONS FOR REPORTS 9 ais Dein vet espace diga tee a 4 WHAT TYPES OF REPORT PARAMETERS ARE THERE AND HOW DO USE THEM cccccecececcccecececescececsceceecececeseececucesaseecscucataeaecncneas 5 AD REPORTING AT SUFRE ENTE FADA setae AS OA TET RAUS egUV E Sa EVEN EKU SAU FARE CN TUUK SN VORVEAS PME UE 7 WHAT IS AD HOC REPORTING AND HOW DOES IT RELATE TO THE BUY A amp M DATABASE 7 HOW DO TACCESSAD HOCREPORTING T 7 CREATING AN AD HOC REPORT FROM A DOMAIN
11. M If you have ad hoc reporting rights within Buy A amp M you can create a dashboard However a Buy A amp M Administrator must assign that dashboard as the default for your user role after it is created to make it accessible through the dashboard icon in Buy A amp M Or you can save the dashboard to your user role folder and select it as the default on your home page To begin creating a dashboard click on the Home icon and then click Create gt Dashboard X Ad Hoc View Step 1 Select the Reports To add a report to the dashboard either double click on the report name or right click and select Add to Dashboard You may add multiple reports to the dashboard Some reports have parameters that should be added to the dashboard to allow the user to update the data shown Step 2 Add Report Controls Parameters to the Dashboard Under the Special Content folder there are several report control options By selecting the arrow next to them you can add them to the dashboard Clicking and dragging will allow you to position them anywhere on the dashboard screen 23 Single Report Controls these are the parameters associated with the reports added to the dashboard and each is unique to a particular report Add them by clicking the arrow and position near the report to which it applies Changing the parameter default information which you can do while in the designer view will update only the report for which the parameter app
12. OVER Requisition Approval Report by Approver e APPRV Requisition Approval Report e REQ STATUS Requisition Status Detail SUM Requisition Summary e REQ SUM ITEM Requisition Detailed Summary Subcontractor Payment by Vendor Payments to subcontractors listed by vendor Subcontractor POs POs with subcontractors e Subcontractor Unacknowledged by Buyer Buyers that have no acknowledged subcontractor payments VB CHGORDS Approved Change Order VEN PURCH LIST Vendor Purchase History e VEND 3 Vendor Class Item 29 Vendor Contract Usage Provides information about spend against contracts 30
13. Purchase Order Total Amount x Vendor Mame and Nbr Formatted x State x of Total Purchase Order Total Amount x Columns Groups OrgId Buyer x Org Id NYSARC Buyer AHARTENFELS PO 11 AGENCY 00001 000100 PO 11 AGENCY 00001 000195 Buyer AHARTENFELS Buyer ANESBITT PO 11 AGENCY 00001 000006 PO 11 AGENCY 00001 000008 11 00001 000013 PO 11 AGENCY 351 35 307 43 450 41 367 04 431 59 00000141 Sidhal Industries 00000141 Sidhal Industries LLC 00000141 Sidhal Industries LLC 00000141 Sidhal Industries LLC 00000141 Sidhal Industries LLC 00000141 Sidhal 307 85 Industries LLC 00000141 Sidhal Industries LLC 00000141 Sidhal Industries LLC 00000139 Connetquot West 00000139 Connetquot West 00001 000014 PO 11 AGENCY 00001 000015 PO 11 AGENCY 00001 000052 PO 11 AGENCY 00015 000012 PO 11 AGENCY 00015 000010 560 08 320 53 384 31 565 10 Custom fields are designed to allow for basic calculations but combinations of calculated fields can allow the ad hoc report designed to create some more complex calculations Once a custom field is created it does not need to appear in the report to still be used For example the first column can be deleted from the table and the second column can still appear even though the second column uses data from the first created field Once a custom field is created when designing a r
14. UY A amp M DOMAING ccccccccceccccccccccccccccccccccccccccccccccccccccccccccccecceccscccccccccecees 26 T 26 APPENDIX B UNDERSTANDING BUY A amp M STANDARD REPORTS ccccccecccccccscccccccccccccccccccccccccccccccccccccccccccecees 27 ANALYTIC REPORTS TT TTD 27 INVENTORYREPORTS 28 PURCHASING SEPORTS opes es eds ane ert ad eve tab ees damus oett 29 Welcome to Buy A amp M Business Intelligence Buy A amp M has an integrated the Business Intelligence Server reporting feature to offer an extensive integrated business intelligence tool Analytical Baseline Reports What are analytical or baseline reports Analytical or baseline reports are pre built Buy A amp M reports that address a wide range of reporting needs The reports are deployed when the Business Intelligence tool is installed These reports are designed in the reporting tool called iReport The iReport tool is comparable to other reporting products such as SSRS or Crystal Reports and provides the developer with more complex view development coding calculation and formatting options Can I modify these reports These are the standard analytical reports provided as part of the Buy A am
15. blankets and contracts Information includes blanket start end and the release amounts with ordering department and location Bid Processing Cycle Times Bid report that captures in days the amount of time a particular bid stayed at each document status Displays the current status and totals the number of days for all status changes Accepts a wildcard parameter or a specific bid number as input PO Cycle Time Detail The PO Cycle Time report summarizes the number of days for a purchase order to be processed The detail report shows the number of days taken to process from each PO status as well PO Cycle Time Summary The PO Cycle Time report summarizes the number of days for a purchase order to be processed by buyer The report also calculates the average number of days overall by organization Requisition Approval Cycle Detail The Requisition Approval Cycle report calculates the number of days it takes the requisition to go from Ready for Approval to Ready for Purchasing The detail report shows the individual requisitions Requisition Approval Cycle Summary The Requisition Approval Cycle report calculates the number of days it takes the requisition to go from Ready for Approval to Ready for Purchasing The summary report shows the average number of days needed per requisition type Open PO Remaining Balance The report is designed to tally the remaining encumbered amounts for purchase orders by account code PO Received But Not Invoiced
16. cuments Header reports and level data Vendor Domain Vendor record data including e Reports outlining specific vendor data not vendor categories and specifically associated with a document addresses Inventory Site Contains the data fields on e Reports to view the current status of an item and Item the master stock item tab the price or QOH QOB or QOO Domain detailed item tabs associated e Reports to view information about a single each site and the site item across multiple sites tabs FAQs and Helpful Hints 1 My report has multiple lines for the same PO why Some domains combine item level and header level data together which means that for some fields there is more than one line of data for the particular document within the Domain Another example is with vendors each vendor record may have multiple addresses which would result in multiple lines on the report There are two ways to deal with this either set a parameter narrowly to eliminate the duplicate such as set the address type to only one kind for a vendor if you don t need more address information in the report or use the specially created header domains The header domains are designed to allow reporting at higher level so as not to create the duplicate line item entries 26 Appendix Understanding Buy A amp M Standard Reports Analytic Reports Contract Utilization The report is designed to display the releases and spend for
17. e Business Intelligence Repository As a Buy A amp M BI administrator the reports can be found in the organizational folder Periscope Analytical Reports and Forms How run a report When user first opens a report a version of the report will display and will list any predefined parameters Once the user has entered selected the appropriate parameters for their report they should click ok to run the report Input Controls Organization AGENCY The Texas A amp M University System AMOL System Offices AMO4 Tarleton State University 15 Texas A amp M University Corpus Christi All None Inverse Purchaser All Purchasers Christi Pfau Administrator System Audrey Nobles All None Inverse Start Date What are the output options for reports All Buy A amp M BI reports both analytical and ad hoc can be rendered in several formats PDF Excel paginated or not Word document DOCX Rich Text Format in Word Flash ODT ODS CSV What types of report parameters are there and how use them Drop Down Options Drop down options can be used several different ways depending on the configuration You must select at least one option in a drop down menu If you want to select more than one option hold the control key and click the selections you want If you want all options in a drop down there is usually an all option To find it in a long list of drop down options click on any option and
18. el Delete Label Remove from Table AHARTENFELS Create Filter ANESBITT Move Left Move Right Edit Label Selecting this allows the user to edit the column label Move Left Move Right This allows the user to move the columns over without dragging dropping Change Data Format When the column is a number the number format can be changed to show negatives in a different way or to eliminate the decimals 13 Use for Sorting Add Summary 1 234 56 Create Custom Field 1235 4 23 A Edit Label e 1 234 56 f c Delete Label 1 235 Remove from Table Create Filter Move Left Move Right Grouping To group items on the report by one of the data fields first ensure the data field is not already a column on the report Then add it back as a group by highlighting it on the topic list and right clicking to reveal the options Select add as group Doing so groups the data on the report by that field It is important to note that a grouped data field appears as two lines on the report once at the beginning of the data related to that specific group and once at the end of that group Sample Data Full Data Columns PO Number with Release x Org Id NYSARC Buyer AHARTENFELS PO 11 AGENCY 00001 000100 PO 11 AGENCY 00001 000195 Buyer 5 Buyer ANESBITT 00001 000006 PO 11 AGENCY 00001 000008 PO 11 AGENCY
19. ellmore Bethpage Groups Orgid Buyer x Brookville v Select All Org Id NYSARC Buyer AHARTENFELS PO 11 AGENCY 00000141 Sidhal 00001 000100 m Industries LLC PO 11 AGENCY 0000014 m 00001 000195 Industnes LLC Buyer AHARTENFELS NYSARC 0 Create Custom Field add calculations This allows user to create a new column with a calculated field o Sample Data Full Data Table Chart Crosstab Columns Number with Release x Groups OrgId x Buyer x Basic Functions Purchase Order Total Amount Org Id NYSARC Purchase Order Total Amount Buyer AHARTENFELS Purchase Order Total Amount 11 amp 3 Purchase Order Total Amount 00001 000100 PO 11 AGENCY Swap 00001 000195 X Buyer AHARTENFELS 3 Advanced Functions Buyer ANESBITT Round value PO 11 AGENCY m Rank value 00001 000006 PO 11 AGENCY of Total value 00001 000008 gt lt PO 11 AGENCY of Row Group value 00001 000013 uii PO 11 AGENCY 00001 000014 PO 11 AGENCY 00001 000015 M PO 11 AGENCY n Mesi 00001 000052 PO 11 AGENCY 224 23 00000139 00015 000012 29 2 Connetquot West PO 11 AGENCY 4 00000139 of Column Group value In this example a of Total value was selected and the new column added 15 Sample Data Full Data PO Number with Release x
20. eport as soon as the new data 15 entered view in a printable screen or add text labels Using the edge of the report you can resize any report You can also modify the layout by clicking and dragging dashboard elements The dotted layout background allows for alignment and indicates which items are moving off the viewable screen To change the resolution resize or preview the layout right click on the dashboard layout and select from the dropdown Step 4 Save 24 Options v T Short Description Amber Ross Fridgidair sleeve Fridgidair sleeve amp Ac index clear label dividers Fridgidair sleeve HP Laptop 6455b Classroom Supplies Vinyl Gloves AED G3 Wall Slee I Classroom Supplies HP Laptop 6455b craft supplies Psychological Classroom Supplies Teflon coated teaspoons Psychological Forms Blank Check Stock Name required Dashboard Description Managed Shared Organization Public 25 Appendix Understanding Buy A amp M Domains Each domain contains a description and more detailed information about the data fields included This section is meant to help users determine which domains are most helpful in meeting their specific reporting needs Domain all document types reconciliation Solicitation All Bid Documents Bid For reports not requiring quote information Domain Acknowledgements and Vendor Information excludes Quotes PO Domain All PO Do
21. eport it remains in the topic list for reuse before the report is saved 16 O E 06 Vt E El Sample Data Full Data Table Chart Crosstab Purchase Order Header Table FIF Buyer Org Id CT PO Number with Release x Purchase Order Total Amount x Vendor Name and Nbr Formatted x State x FE Purchase Order Total of Total Purchase Order Total Amount x PO Number with Release Groups Orgld x Buyer x 1 Ship To Address for Purchase I Address Line 1 Click to add a title FIF Address Line 2 City State Org Id NYSARC Vendor Vendor Name and Nbr Forn Buyer AHARTENFEUS PO 11 AGENCY 00000141 Sidhal 00001 000100 Industries LLC 11 amp 00000141 Sidhal 00001 000195 Industries LLC Buyer AHARTENFELS Buyer ANESBITT PO 11 AGENCY 00000141 Sidha 00001 000006 O 11 AGENCY ii Purchase Order Header Table 0001 000008 O 11 AGENCY 00001 000013 O 11 AGENCY 00001 000014 PO 11 AGENCY 00001 000015 PO 11 AGENCY 00001 000052 PO 11 AGENCY WO 00015 000012 xxxi onnetquot West EN e nf 3 of Total Purchase Add a Heading to the Report By clicking the Click to add a title bar at the top of the report designer you can add a report title Step 4 Using the Designer Tool Bar for additional assistance The bar with icons at the top of the report designer view provides
22. field e g all fields from the whether to use the field as a topic that you column or a group whether to filter can use on that field Once you select the option the field will list above and display in the sample report To put a data field on the report double click the arrow next to that field and it will appear in the next column available or right click to get more options including adding as a group or creating a new filter When you select a data field for the report a selection of sample data for the report will appear to assist you in formatting and determining if the right data field was selected NOTE Sometimes the parameters are set narrowly that no sample data is available for designing an example of this is the date parameter If this is the case use the parameter control boxes on the right to broaden the parameters and allow some data to appear to assist with the design Step 3 Customize Report Selecting a field or column and then right clicking will provide a list of additional configuration options associated with that field column Some options are only available for numeric fields They can be used as follows O B B Ed Sample Data Full Data Cha Crosstab NYSARC Columns PO Number with Release x gt Purchase Order Total Amount x gt Vendor Name and Nbr Formatted Groups OrgId x Buyer x Use for Sorting Org Id NYSARC Buyer AHARTENFELS E Edit Lab
23. finished creating a Topic from a Domain skip to Step 2 Otherwise login to Buy A amp M and click the magic wand Ad Hoc Reporting icon in the top right corner This will open the Business Intelligence Ad Hoc Reporting window Step 1 Select a Reporting Topic Ensure that the Topic tab is selected Highlight the topic that contains the information on which you wish to report Once you have highlighted a Topic more information about the contents can be found in the description box at the bottom oelect the type of report you wish to create e Table Chart e Crosstab You can change this selection after you begin creating the report layout but it is often easier to start with the intended layout When you are ready to move to the next step click Open Report to begin designing the report items and layout General PO information including vendor name and address Table Chart Crosstab Cancel Step 2 Select Data for the Report The report designer view is where you can select which data will appear in the report 12 Sample Data Full Data Chart Crosstab NYSARC Columns PO Number with Release x Purchase Order Total Amo x Vendor Name and Nbr Formatted x Groups Org Id x Buyer x Filters are listed on the right If not locked during Topic creation you can change the filter values on the report itself Right click on the fields to get a list This section lists of options for each
24. in Design View Modify Save gt Design Report e By modifying an existing ad hoc report Select Report in Design View gt Modify How do I Access Ad Hoc Reporting Inquiry Administrator Click the magic wand icon to ir Du EST POWs p access the Ad Hoc Report window Administrator System Creating an Ad Hoc Report from a Domain To create a report from a Domain the user must first build a Topic from that Domain before designing the report Click on Domain on the Ad Hoc Report window Step 1 Selecting the Domain Click Create a Report or use the drop down menu under the Create tab and select Ad Hoc Report Topics E Clicking on Domains will present a list of all Ek Public published Domains Ful BuySpeed il Ad Hoc Domains ET Accounting Transaction ul Invoice ful Purchase Order Ful Quote fS Requisition Ful Solicitation Em All Documents Header Level m Er Inventory Site and Items Domain Fa Inventory Transachons Domain El PN ne ee Select the domain you want to use to develop your Topic Report and click Choose Data Step 2 Choose Data for the Topic The next step is to further narrow the data from the Domain you chose This step creates a Topic from which you will build your report On this screen you will choose the data for your Topic If you realize at this point that you chose the wrong domain you can change
25. it To move items in or out of selected fields double click them drag them or use the direction buttons Pre filters Bid Header Table Display Quote Header Table Save as Topic Blanket Control Table PO Account Header Purchase Order Header Table Bill To Address for Purchase Order Ship To Address for Purchase Order Receipt Header Table gt Invoice Header Table gt PermitPay Requisition Header Table Vendor Select the data fields from the Domain to create the reporting Topic If you have questions about the purpose of a specific field hover your mouse over the field and a popup will define the field for you To move items in or out of selected fields double click them drag them or use the direction buttons sini Ship To Address for Purchase Order Display Quote Header Table AR gt Blanket Control Table Address Line 2 Click on the PO Account Header Table boxes to display specific fields from Bill To Address for Purchase Order City that table Ship To Address for Purchase Order Address Line 3 PN Double click on the fields you want to select or click the arrow to select deselect them Receipt Header Table Step Establish Topic Filters and Parameters The next step is to establish specific filters or parameters for the reporting topic if desired This is a powerful tool when creating a report from a Domain as it allo
26. le for which you wish to view the dashboard not all roles may be set up with dashboards Click the bar chart icon in the top left corner to open the dashboard Accounts Payable Basic Purchasing Department Access Internal Administrator Inventory Administrator Inventory User March 30 2010 4 29 45 PM 2 bui Dashboard icon How do view the dashboard assigned to my specific user ID Go to your home page and click on the dashboard tab If you do not have a dashboard tab contact your BI Administrator for assistance in establishing the dashboard rights Code Browse ril 12 2010 11 29 33 AM CDT v Account enema To change the dashboard assigned to your user id p o click my acount System Ac System Administrator Home Items Y Documents Y Vendors Y To view the dashboard assigned to your user id go to Home Welcome Back System Administrator eee p J your home page and click the dashboard icon if it doesn t appear you have not been assigned s p OUS My Reminders 1 Events 0 dashboard rights by the BI administrator 14 PO Date is On or After 2009 04 08 Bid Opening Date Time is On or After 2009 05 07 14 4 Pagelofii 75 000 000 00 70 000 000 00 65 000 000 00 Bid Number Short Description Bid Buyer Name Amanda Coats Locate Service 10 00957 Calcium amp Sodium ChlorideJul 17 200 60 000 000 00 10 00959 J
27. lies Multiple Report Controls these are parameters associated with more than one report added to the dashboard Add them by clicking the arrow and position anywhere on the dashboard that makes sense understanding that it will impact the results on multiple reports Changing the parameter default information which you can do while in the designer view will update all the reports for which the parameter applies Standard Controls allows you to put buttons on the dashboard for the user to reset parameter information submit parameter changes if you don t add this the parameters will update the report as soon as the new data is entered view in a printable screen or add text labels Special Content ir Preview SINE Options Custom URL of Page 1 Bid Number Short Descriptior Moltnle terete conte Buyer Name Amber Ross 21 Dashboard Controls 00000009 Fridgidair sleeve Fridgidair sleeve amp l Ma naged Shared Organizatii 00000005 Step 3 Customize Layout Additional elements within Special Content allow the user to customize the layout Custom URL allows you to add an external link on the dashboard page Free Text allows you to add explanatory text or labels as needed Standard Controls allows you to put buttons on the dashboard for the user to reset parameter information submit parameter changes if you don t add this the parameters will update the r
28. m Help close window A D Ed NYSARC 5 Sample Dat pE 2 Purchase Order Header Table Table Chart Crosstab Buyer Org Id Purchase Order Total Amo As Excel Paginated slease x Purchase Order Total Amount x Vendor Name and Nbr Formatted x al Amount x 0 Columns As Excel As CSV As DOCX As RTF As Flash As ODT As ODS As XLSX Paginated As XLSX F PO Number with Release Ship To Address for Purchase Q Address Line 1 F Address Line 2 City gt Hf State Vendor Vendor Name and Nbr For Groups POs by Org and Buyer of Total Purchase Order Total Amount Purchase Order Vendor Name and Total Amount Nbr Formatted Org Id Buyer AH 00000141 00001 000100 351 35 Industries LLC PO 11 AGENCY 00001 000195 Buyer AHARTENFELS 2 00000141 Sidhal Industries LLC 658 78 2 307 43 Buyer ANESBITT PO 11 AGENCY E 00001 000006 PO 11 AGENCY 00000141 Sidhal Industries LLC 367 04 00000141 Sidhal 450 41 Purchase Order Header Table Spacer 00001 000008 PO 11 AGENCY 00001 000013 PO 11 AGENCY 00001 000014 11 00001 000015 11 00001 000052 Industries LLC eel m TTE CR am Tc am 320 53 as pert oa 00000139 18 How do reopen and edit a report Once you have created
29. o show the total amount of spend by the agency defined vendor categories It then displays spend by category type and individual vendors including the PO document numbers Spend by Vendor Category Summary This report is designed to show the total amount of spend by the agency defined vendor categories The report summarizes by the category and category types Vendor Spend Analysis by Purchase Method Detail The Vendor Spend Analysis by Purchase Method report lists the total amount of spend by vendor according to the purchase method on the PO The detail report includes the purchase order document numbers Vendor Spend Analysis by Purchase Method Summary The Vendor Spend Analysis by Purchase Method report lists the total amount of spend by vendor according to the purchase method on the PO Bid Opening Report Report intended for external use that displays quotes submitted to a given bid in a format that differs according to the bid type Some bids types get a blank page some get 27 list of quotes and some get grid like pattern of the quotes Vendor Award by Category The Vendor Award by Category report lists the awarded vendors on bids and their categories and category types Vendor Bid Notification by Category The report is designed to list the vendors that were selected to be notified of a formal bid by vendor category and category type Vendor Bid Notification by Category Type This report is designed to list the vendors that
30. ock Item Aisle Bin Issue UOM Quantity on Hand Current Price Overhead 96 and numerous other details Also gives an issue history by month for each stock item Reorder and History Lists Location Stock Item Aisle Bin Issue UOM Quantity on Hand Current Price Overhead 96 and numerous other details Also lists reorder and issue history by month for each stock item e Stock Item Bar Code Not currently used anywhere in the app but can be used to generate a bar code from a stock item number e Transaction Log Inventory Transaction Log Sorted by Date e Value Analysis Calculates on hand value of stock items Lists current price quantity on hand Purchasing Reports e Approval Paths Provides data on all approval paths in the system CST POBUY POs by Buyer CST PODEPT POs by Department CST POTOT Total PO CST POTYPE POs by Type Code CST REQDEP Requisitions by Department CST REQTOT Total Requisitions e Dept by User Department by User Dept by User and Role Department by User and Role Dept by Location Department by Location e PO SEND POs in Sent status PO SUM DETAIL PO Summary Detail Report PO SUM PO Summary Report e PO SUM GROUP PO Summary by Group PO SUM THRESHOLD BOTH PO Threshold Report e REQ ACOCNT ITEM Requisition Accounting Report REQ ACCNT SUM BYCODE Requisition Accounting Summary by Acct Code e ACCNT SUM Requisition Accounting Summary e REQ APPRV BY APPR
31. p M BI tool The selectable parameters within the report allow the user to customize the data set and functionality The report itself can only be modified using the iReport tool iReport is part of your Business Intelligence Server product but is a development tool not supported through the Buy A amp M BI module If your organization has a trained iReports developer they may modify these reports or create new ones using iReport It is important to note that any modifications made to an analytical report are not supported by Periscope Where are the Analytical Reports found Finding Analytical and Administrative Reports within Buy A amp M The Analytical Reports feature of Buy A amp M is located under the pie icon on the top right corner From here users can see a list of reports assigned to their user role and run those reports as needed Users will not see this icon if their role has no reports authorized NIGP Code Browse My Account Customer Service About Current Organization The Texas A amp M University System September 17 2013 9 58 25 TI Home Items Y Documents Y Vendors Y Quick Buy Find It Administrator System Administrative Reports Other Report File Name Approval Paths Bid Opening Report Bid Processing Cycle Time Bid Tab Thin Blanket amp Contract Dollar Threshold Charge to Department Report Charge to Dept Report Accountin Finding Analytical and Administrative Reports within th
32. r Display Label to change the text that displays in the Topic Purchase Order Header Table B juyer Purchase Order Head 14 Purchase Order Total fields Purchase Order Total Amount PO Number with Release PO Number with Release using these arrows Ship To Address for Purchase Order Ship To Address for Purchase Order Address Line 1 Address Line 1 Address Line 2 Address Line 2 City City State State Vendor Vendor Vendor Name and Nbr Formatted Vendor Name and Nbr Formatted Crosstab Cancel Step 5 Save Topic to Repository Folder Save the topic by clicking Save as Topic so that you can use it to create more than one report or correct modify items once you begin creating the report Save it to the folder labeled with your name or other folder established by the administrator 10 Save this topic for later use Name required PO Header Data with Vendor Name and Address Description Display General PO information including vendor name and address Save as Topic Save location adhoc topics Browse Enter topic information select your location and click the format for the report you want to create from the buttons below Table Chart Crosstab Cancel Step 6 Design Report Go to Creating an Ad Hoc Report from a Topic 11 Create Ad Hoc Report from a Topic If you have just
33. rgId x Purchase Order Total Amount x POs by Org and Buyer Buyer AHARTENFELS ANESBITT AROLLER AROSS BBURLAK BCOLE BMARINO Org Id Measures ADVCARE Purchase Order Total Amount 1 00 56 472 62 41 559 76 AGENCY Purchase Order Total Amount 00 0 00 0 00 BCCS Purchase Order Total Amount 00 312 580 49 400 805 99 is i CITIZENS Purchase Order Total Amount 00 146 598 44 0 0 87 681 35 A A NYSARC Purchase Order Total Amount 658 7 262 088 95 5 602 25 455 787 85 Totals Purchase Order Total Amount 7 7 740 50 5 607 75 285 834 95 To do this he BUYER data field was added as a column group he ORG ID was added as a row group he PURCHASE ORDER TOTAL AMOUNT was added as the measure This provided a count of POs by buyer by status What other resources are available to assist me with Ad Hoc development As an ad hoc report user the Business Intelligence Help button exists in the top right corner of the screen Clicking this feature will take you to the Business Intelligence online help 21 Dashboards The BI Administrator establishes the default dashboard that is viewable to each role However users with Ad Hoc reporting rights can create dashboards and all users with Dashboard rights can choose which Dashboard appears on their home page different from the one established as the user default How do I view the dashboard created for my Buy A amp M role Login to Buy A amp M and select the ro
34. start typing A L L You can also use this approach to find any parameter option in along list of values by simply typing the option you are looking for Input Controls Purchaser Christi Pfau Administrator System Audrey Nobles All None Inverse Start Date 2012 09 18 End Date 2013 09 18 Department All All departments 1 2 MEMBER 02 EMPLOYEES LE OK Cancel Dates You must enter all dates in YYYY MM DD format If there is a date range with a begin and an end date to include all of the items up to midnight of the day you must XXXXXXX It is recommended to use the calendar feature to select dates Input Controls Purchaser Christi Pfau Administrator System Audrey Nobles v All None Inverse End Date 2013 09 18 Department All All departments 1 02 MEMBER 02 EMPLOYEES Open Fields Open fields where it is possible to type the specific document number or text can accept one of three options the exact entry of the number name a like statement to return information with that number text in itand a wild card symbol that will return all options for that field Examples of each are below Input Controls Organization AGENCY The Texas A amp M University System AMO1 System Offices AMO4 Tarleton State University 15 Texas A amp M University Corpus Christi All None Inverse PO Number
35. the data within the chart view by selecting the data and right clicking to determine how it will be added to the chart A gt H 7 1 E 53 Purchase Order Header Table Table Chart Crosstab Buyer Purchase Order Total Amount Sum x ff Purc Add as Measure roup Org 14 x PO N GE Ship To Create Filter gt POs by Org and Buyer Vendor Name and Nbr For 6 500 000 6 000 000 5 500 000 5 000 000 4 500 000 4 000 000 3 500 000 3 000 000 2 500 000 2 000 000 1 500 000 cal Purchase Order Header Table 1 000 000 500 000 0 S C Org Id E Purchase Order Total Amount Sum How do create a Crosstab Report Cross tab reports generate summary data in a grid where the rows and columns represent groups of data There are three types of data added to across tab report e Column Group Grouping that makes up the columns of the cross tab e Row Group Grouping that makes of the rows of the cross tab 20 e Measure the information tabulated by the column and row To add the data field as one of the three types highlight the data field and right click to select the correct option In the example below the cross tab report is designed to display the total dollar amount of POs issued by each buyer for each Org ID H E Sample Data Full Data Table Chart Crosstab Columns Buyer x Rows O
36. ting icon contact your Buy A amp M BI Administrator They should save a copy of the report in the Organizational Custom Reports folder and then the BI administrator can make it available through the proper configurations in Buy A amp M as the Internal Administrator 19 How do create a Chart For some users who are familiar with creating charts in Excel it may be easier to first create the report using the Table report type Once the data is organized in this format simply change the report type while still in the designer view to create the chart OBB gt 25 Purchase Order Header Table Table Chart Crosstab Buyer Org Id Measures Purchase Order Total Amount Sum x Purchase Order Total Amo Group Org 19 x PO Number with Release 5 Ship To Address for Purchase 53 Vendor Vendor Name and Nbr For POs by Org and Buyer Display Options 6 000 000 Legend and Labels Line 5 000 000 Remove Group Area Scatter Edit Legend Label e Time Series 3 000 000 Change Summary Function gt 2 000 000 Change Data Format 1 000 000 Remove Measure cC amp Purchase Order Header Table Org id E Purchase Order Total Amount Sum Use the additional chart options to change the chart type change the labels and legends and customize the design of the chart You may switch between the table and chart view to update the data or you can modify
37. ul 15 200 55 000 000 00 10 00958 Calcium amp Sodium ChlorideJul 17 200 50 000 000 00 09 00886 Electrical Items Jun 9 200 45 000 000 00 09 00869 Office Chairs Jun 3 200 40 000 000 00 10 01004 ACCU SORT AIRPORT Aug 14 20 R 35 000 000 00 10 00953 fake Jul 8 2009 30 000 000 00 10 00981 Cummins ISX Training Jul 28 200 25 000 000 00 10 00942 White Traffic Paint Jul 13 200 2 5 20 000 000 00 09 00891 Biztrak Software Upgrade amp Jun 9 200 15 000 000 00 Maintenance 10 000 000 00 10 00968 Transnet Serial Radios Jul 24 200 5 000 000 00 09 00874 Office Furniture Jun 4 200 2 4 2 S de Org 14 Buyer Name Amanda Coats Purchase Order Total Amount Sum Buyer Name Cathy Norum How do I change the dashboard assigned to my user id Click my account and click edit to view the options 22 My Information Salutation First Name Job Title E mail Phone Change Password Login Question Login Answer Proxy User No Froxy Default Homepage Tab for Accounts Payable News Defaut Homepage Tab for Basic Purchasing Jews Select the dashboard for display your home page from the drop down menu of Default H page Tab for artment Access mmm options Then click save Default Homepage Tab for Inventory User Select Dashboard Report User Manual Version Save amp Contnue J Rest J How do create dashboards within Buy A amp
38. ws you to establish selectable parameters when you run the report It also allows you to further narrow the data that will be returned in the report To establish topic filters and parameters click the button labeled Pre filters Create filters lere to limit the data available in the editor Double click a field to begin Order Header Tal Ship To Address for Purch Cancel Select the data field for which you want to establish a condition or filter by double clicking the field Once you have selected the data field select the parameters you wish to include in the topic and the range of criteria and click OK when done If you want to lock the parameter down so that it is always used with the Topic check the Locked box Create filters here to limit the data available in the editor Double click a field to begin Purchase Order Header Tat Display Save as Topic Step 4 Update Display Names At this step you may choose to re label the data in your topic As the domains already have user friendly labels and you can rename fields when creating the report layouts this step is not usually necessary Tomove the order of the data use the up and down arrows to the right e lochange the display name of a field just highlight and double click the field to begin editing Change the display name for fields re order them and pick the list type Click on the value listed unde
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