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.

 

Types of OOTB Reports Availale
                    • Approval Reports
                    • Budget Analysis Reports
                    • Buyer Settlement Reports
                    • Contract Reports
                    • Financial Analysis Reports
                    • Payment Analysis
                    • PCard Reports
                    • Procurement Content Reports
                    • Purchase Order Reports
                    • Requisition Reports

                     

                    Approval Reports


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                    Approval HistoryA detailed history of all approvals (including denials) from all completed approvables, such as requisitions, invoices, travel authorizations, and so forth. This report displays approval completed (approval history) approvable counts by approvable ID, approvable title, approvable type, approvable status, action date, approved by user, approver, reason, and state in detail view, filtered by submit date. Drill down or filter further by approvable status, approvable type, and approved by user.
                    Pending ApprovalA detailed report of all approvals that are in process. This report displays pending approvable counts by approvable ID, title approvable type, approver, signed date, and reason in detail view, filtered by submit date. Drill down or filter further by approvable status and approvable type.

                     

                    Budget Analysis Reports

                     

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                    Budget AnalysisBudgeted and transaction amounts, and remaining available funds, for all budget items. This report displays budget amount, transaction amount, and funds available amount by budget code, document number, transaction date, transaction type, action, transaction line number, transaction split line number, and asset, filtered by calendar transaction date in detail view. Drill down or filter data further by accounting company, purchasing company, department, fiscal year, account ID, period, budget start date, and budget end date.

                     

                    Buyer Settlement Reports

                     

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                    Commodity AnalysisA comprehensive analysis of spend by commodity. Begin with the big picture, and identify spend amounts, number of suppliers, number of items, commodities, etc. Identify areas of savings opportunities and drill into the details to review detailed item-level information to aid in your savings opportunity identification and sourcing strategic decisions. This report displays invoice spend for top-level commodity categories by invoice quarter in aggregate view. Drill down or filter data further by supplier, company, company code, invoice date, contract, line type, part name, region, and unit of measure.
                    Invoice Accrual ReportInvoice spend for each supplier. The report displays a detail view of invoice spend in US dollars and the original currency for suppliers, invoice IDs, account IDs, and department or cost center IDs with invoice number, accounting date, ERP supplier, and original currency code. Drill down or filter data further by business unit ID and reconciliation status; by default, invoices with Paying and Paid reconciliation status are excluded.
                    Invoice Summary ReportInvoice amounts and counts for each supplier, grouped by status. The report displays an aggregate view of amount invoiced, amount accepted, amount disputed, and invoice count for business unit IDs, suppliers, invoice status, and reconciliation status.
                    Invoice Summary Report by ContractInvoice amounts and counts for each contract and supplier. The report displays a detail view of amount invoiced, amount accepted, amount disputed, and invoice count for contract IDs and suppliers with business unit ID, invoice ID, invoice status, invoice date, and reconciliation status.
                    Order Liability ReportPurchase orders that have not yet been fully invoiced for each supplier and purchasing business unit. The report displays a detail view of PO spend, total amount left to invoice, and total amount left to reconcile for suppliers and business unit IDs with PO ID, ordered date, requester, ERP supplier, account ID, and department or cost center ID.
                    Purchase Price Variance by CommodityCommodity price variances. Commodity managers can use it to drill deeper by commodity and part into their supply base to analyze minimum, maximum and unit prices and quantities per part to identify savings opportunities. This report displays invoice spend, count, and price variance cost for top-level commodity categories in aggregate view. Drill down or filter data further by account, supplier, commodity, company code, invoice date, contract, line type, part name, region, and unit of measure.
                    Spend Concentration Analysis by CommodityCommodity spend at the part level, including the total number of parts purchased and average spend per part. Commodities with large spend on a small number of parts often enable greater sourcing savings. Drill into deeper levels of commodities with large number of parts as one of the inputs in your sourcing opportunity analysis. This report displays invoice line count and average invoice spend per part for top-level commodity categories in aggregate view. Drill down or filter data further by account, supplier, company code, contract, line type, part name, and region.

                     

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                    Important To Know

                    All analytical reporting in any Ariba solution is based upon fact tables

                    • Fact tables contain all of the information a user wants to report on
                    • What fact tables are available depends on the solutions

                    Fact tables are made up of

                    • Dimensions - Information about a business
                    • Measurements - Numerical data that contains measureable information about the fact

                    Reports in Ariba are based upon Microsoft Excel pivot tables

                    • After a report has been created it can be further modified by "pivoting" on any dimensional information

                    Reports are built around the numerical measurements with dimensions providing the associated business information

                     

                    Contract Reports


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                    Contract Days LeftContracts 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 LeftContracts 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 LeftContracts 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 LeftContracts 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.
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                    Contract Line By Amount LeftContract 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 LeftContract 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 LeftContract 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 LeftContract 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 LeftContract 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 LeftContract 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.

                     

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                    Best Practice Tip:

                    Review your metrics and use them to guide your decisions

                    With your metrics in place, you can tell which strategies are working and which aren't. If you make a change, you use the metrics to tell you whether the change improved things or not.

                     

                     

                     

                     

                     

                     

                     

                     

                     

                     

                     

                     

                     

                     

                     

                     

                     

                    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.

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