Procurement

OOTB — Out of the box or prepackaged reports are available within your Ariba Procurement application. The description of each prepackaged report includes a list of the data elements used in the report. These default analytical, parameterized, and compound reports are delivered with Reporting and Analysis as a basis for your own customization or adaptation for your particular company’s needs. The reports are grouped into folders by area, for example, Purchase Order Reports. Within the Purchase Order Reports folder are reports relating to purchase order activity.

The reports that are available to you, and the fields that are available in those reports, depend upon your company’s Ariba Spend Management solution configuration. Today, I will cover report options in the default configuration. The best way to become familiar with the reports is to work with them. In addition to the standard data fields associated with each of the supplied facts, many of the reports contain user-defined fields based on these data fields. In some reports, the data has been constrained to illustrate a type of analytical report. For example, sometimes unclassified data has been excluded from the pivot table view for easier recognition of other trends. So, while these are out of the box or OOTB, there is an element of customization to fit your particular reporting needs.

Reports are useful to gauge adoption, usage, and results. These tips, tricks, suggestions and best practices are designed to help you get the most from your Ariba solutions, achieve organizational success and elevate your procurement program to best-in-class.

Approval Reports

Budget Analysis Reports

Buyer Settlement Reports

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Contract Reports

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Contract Days Left	Contracts that have not yet expired, grouped by number of days left until expiration. This report displays a detail view of contracts by duration (in months) with contract ID, parent contract, status, supplier, contact, effective date, expiry, and days left.
Contract By Amount Left	Contracts that have remaining amounts that can be purchased against them, grouped by the percentage of amount remaining. This report displays a detail view of contract cumulated amount ordered, maximum commitment, and remaining amount percentage with contract ID, parent contract, status, contact, effective date, expiration date, and expiry. Drill down or filter data further by supplier and contract release type; by default, the report only displays contracts of type Release.
Contract By Invoiceable Amount Left	Contracts that have remaining invoiceable amounts that can be invoiced against them, grouped by the percentage of invoiceable amount remaining. This report displays a detail view of contract cumulated amount reconciled, cumulated amount invoiced, maximum commitment, and remaining reconcilable amount percentage with contract ID, parent contract, status, supplier, contact, effective date, expiration date, and expiry. Drill down or filter data further by supplier and contract release type; by default, the report only displays contracts of type Release.
Contract By Reconcilable Amount Left	Contracts that have remaining amounts that can be reconciled against them, grouped by the percentage of reconcilable amount remaining. This report displays a detail view of contract remaining reconcilable amount percentage, cumulated amount reconciled, cumulated amount invoiced, and maximum commitment with contract ID, parent contract, status, supplier, contact, effective date, expiration date, and expiry. Drill down or filter data further by supplier and contract release type; by default, the report only displays contracts of type No Release.
You can't manage what you don't measure. It is an old management adage that is accurate today. Unless you measure something you don't know if it is getting better or worse. You can't manage for improvement if you don't measure to see what is getting better and what isn't.
Contract Line By Amount Left	Contract line items that still have remaining amounts that can be purchased against them, grouped by the percentage of amount remaining. This report displays a detail view of contract line item amount ordered left percentage, amount ordered, amount ordered left, quantity ordered, quantity ordered left maximum amount, and maximum quantity with contract ID, supplier, supplier part number, and description. Drill down or filter data further by contract release type; by default, the report only displays contracts of type Release.
Contract Line By Quantity Left	Contract line items that still have remaining quantities that can be purchased against them, grouped by the percentage of quantity remaining. This report displays a detail view of contract line item remaining quantity ordered percentage, amount ordered, remaining amount ordered, quantity ordered, remaining quantity ordered, maximum amount, and maximum quantity with contract ID, supplier, supplier part number, and description. Drill down or filter data further by contract release type; by default, the report only displays contracts of type Release.
Contract Line By Receivable Amount Left	Contract line items that still have remaining amounts that can be received against them, grouped by the percentage of amount receivable remaining. This report displays a detail view of contract line item remaining amount receivable percentage, amount received, remaining amount receivable, quantity received, remaining quantity receivable, maximum amount, and maximum quantity with contract ID, supplier, supplier part name, and description. Drill down or filter data further by contract release type; by default, the report only displays contracts of type No Release.
Contract Line By Receivable Quantity Left	Contract line items that still have remaining quantities that can be received against them, grouped by the percentage of quantity receivable remaining. This report displays a detail view of contract line item remaining quantity receivable percentage, amount received, remaining amount receivable, quantity received, remaining quantity receivable, maximum amount, and maximum quantity with contract ID, supplier, supplier part number, and description. Drill down or filter data further by contract release type; by default, the report only displays contracts of type No Release.
Contract Line By Reconcilable Amount Left	Contract line items that still have remaining amounts that can be reconciled against them, grouped by the percentage of amount reconcilable remaining. This report displays a detail view of each contract line item’s contract, remaining amount reconciled percentage, amount reconciled, remaining amount reconcilable, quantity reconciled, remaining quantity reconcilable, maximum amount, and maximum quantity with supplier, supplier part number, and description.
Contract Line By Reconcilable Quantiity Left	Contract line items that still have remaining quantities that can be reconciled against them, grouped by the percentage of quantity reconcilable remaining. This report displays a detail view of each contract line item’s contract, remaining quantity reconcileable percentage, amount reconciled, remaining amount reconcilable, quantity reconciled, remaining quantity reconcilable, maximum amount, and maximum quantity with supplier, supplier part number, and description.

Link to part 2 of this post below

Ariba Procurement Reporting Part 2

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This has been another Knowledge Nugget post brought to you by Beverly Dunn.

For more information or details please feel free to contact me!

eProcurement Transformation — Getting Buy In from Your Organization

Change management continues to be one of the single hardest challenges that organizations face daily. As I have heard and read it takes 21 days to learn a habit. So how can you ensure your users get in the “habit” of following your procurement processes? Good question to begin with….do you have an established process for purchasing?

For increased adoption and a good user experience, it is imperative that your end users understand the organizational goals and initiatives and in return what that can mean to the company bottom line (and them!) Ariba Customer Success can help you develop a Success Plan that puts your organizational goals into a framework to track and report against. From there, you can begin to identify areas for increased usage and adoption, spend/contract leakage, and drive more through your P2P/Buyer application.

Best Practice Suggestions:

• Develop a process and program for how purchasing will take place among your business units/departments.
• Publish, teach and train end users on how to follow the process. Executive Sponsorship of process is imperative.
• Design and implement an internal newsletter calling out procurement success by individual, department, and or team. This allows end users to see how their efforts aid the organization.
• Incentivize end users through individual or inter-departmental awards. Competition can make mundane tasks fun and exciting and ultimately enforce your published policies.

Best Practices for P Card Success

The best way to ensure success of your purchasing card (p-card) program is to have a formal and detailed policy and procedures manual for cardholders and administrators. This will also help with control of the program because it spells out what is—and is not—allowable in terms of p-card usage.

At a minimum, the manual should include:

• an explanation of why p-cards should be used (benefits);
• how cardholders can obtain a card and activate it;
• a cardholder agreement that spells out responsibilities and liabilities;
• the types of purchases that should go through the p-card;
• any specific vendors that should be paid via the p-card;
• any limits on the use of the p-card (types of transactions, size of purchases, monthly limits, etc.);
• receipt requirements, reconciliation procedures, and record retention policy; and
• what cardholders should do if their cards are lost or stolen;

The policy should be updated whenever a change is made or, at a minimum, once every year.

AP Automation and Productivity

Automating your invoice processing operation increases efficiency because it reduces the “touch points” an invoice has to go through on its way to payment. For example, you no longer have to route invoices by hand—electronic versions are routed using Ariba automated workflow and passed thorough to the accounting system for payment.

With electronic invoicing, AP doesn’t even see the invoices coming in—they are automatically received, matched to POs, and then paid. For non-PO invoices, the electronic bills are automatically routed to approvers. All AP sees are the exceptions (and any invoices that do not come through the e-invoicing process).

A recent survey conducted by the Institute of Management and Administration (IOMA) found these productivity improvements when going from a low level to a high level of AP automation:

• average number of PO payments per month per AP staff member: from 930 to 3,647;
• average number of non-PO payments per month per AP staff member: from 934 to 2,263; and
• average number of T&E expense report payments per month per AP staff member: from 450 to 1,335.

This has been another Knowledge Nugget post brought to you by Beverly Dunn.

For more information or details please feel free to contact me!