General Analyses Reporting in Purchasing MM

Use

This section describes the analyses you can create, how you define the layout of the information in the list yourself by making certain settings, and how to actually run the analysis.

Purpose of General Analyses

You can run analyses of certain purchasing documents and create various sum totals. For example, you can determine the order value for a single material over a certain period, or which purchasing organization is responsible for the largest portion of the total order value for all materials.

You can determine the layout and content of your analysis yourself through the line items and totals display.

To do so, proceed as follows:

• Select criteria for the analysis
• Define the list display by making the appropriate settings
• Run the analysis

Activities

To generate an analysis, proceed as follows:

1. Choose Purchase order
® Reporting ® General analyses. A screen allowing you to enter the following main selection criteria appears:

– Vendor

– Material

– Material group

– Purchasing group

2. Enter a vendor and a purchasing organization and choose which of the following purchasing documents the system is to analyze:

– Purchase orders

– Contracts

– Scheduling agreements

– Requests for quotation

In the Document date from and Document date to fields, you can limit the period to be analyzed (for example, October 20 - 22).

If you select the W/o material field, the system selects only the items that do not contain a material number.

Choose Settings ® List begins with to obtain a box in which you can specify whether all the documents determined by the system are displayed individually or in total.

With Edit ® Choose you can access a box containing additional selection fields.

You can determine the nature of the list display as described under "Settings".

3. Press
ENTER to display the basic list of all purchase orders issued to the vendor in the specified period.

Settings

You can determine the content and layout of your list with the aid of the Settings menu and its submenus Line structure (line layout), Line structure totals, and Totals variants.

As a rule, your system administrator predefines certain standard settings. If you need other settings, please contact this person.

Line Structure

To choose a line structure (this may also be referred to as the "line layout") for your list choose Settings ® Display variant. A box containing standard line structure variants appears. Depending which settings have been predefined by your system administrator, you can choose, for example, whether or not to have the following lines displayed:

• Document header and item data
• one-line
• two-line
• Schedule lines for items
• Purchase order (PO) history

List Display

Before running the analysis, you can check your settings by choosing Settings ® Display format.

Creating Totals, Sorting, and Searching

This section explains how to create totals from the basic list in order, for example, to compare various purchasing organizations with each other.

It also describes how to sort a list and search for specific data in the list

Procedure

To create totals, proceed as follows:

1. Choose Edit
® Total from the basic list (individual display). A dialog box with the following totaling options appears:

– Sum total per purchasing group

– Sum total per purchasing document number

– Sum total per material

– Sum total per vendor

– Sum total per material group

2. Position the cursor on Purchasing group totals and press
ENTER. This gives you the totals per purchasing group.

Via Edit ® Preview, you can display the purchase orders together with the result of the summation.

3. You have the option of displaying the list with the various subtotals. To do so, choose Goto
® List+subtotals. You will obtain the subtotals for individual purchasing groups.

Sort
You can sort the data in the basic list in different ways. Choose Edit ® Sort and select the desired sort fields in the box.

Search
Choose Edit ® Find to obtain a box allowing you to search in the list. For example, you can choose whether you wish to search for a certain purchasing organization, a purchasing group, or a plant.

When you press ENTER, another box appears. Here you can enter either an individual value or an interval for search purposes.

4. Return to the basic list.

Selecting Fields

You can select individual fields for summation or search purposes not only in boxes but also by positioning the cursor appropriately. For example, if you position the cursor on the Material field and choose Settings ® Totals variant, the system then calculates the total value of all fields for which totals can be calculated per material from the basic list. Click on Edit ® Choose to pick out all purchase orders for the chosen material from the list.

Displaying a Document

To display a purchase order, double-click on the document number in the basic list. You branch to the document display.

Overview of List Levels

After creating various subtotals, sorting your list and searching for data, you can obtain an overview of the individual sort and summation steps that you have carried out. To do this, choose Goto ® List levels overview .