The following describes how to generate statistics for purchase order related information.
DC1 Distribution allows you to generate various types of statistics, depending on your needs. An example could be the:
- gross purchase value/net purchase value for an item and/or item group
- gross purchase value/net purchase value for a handler
- gross purchase value/net purchase value for a supplier and/or supplier group
- cost value for a particular item/item group
Tip: All types of statistical information generated can be compared from last year’s figures to this year’s figures.
Two programs are used for the generation of purchase statistics:
- a maintenance program where you select the information to be included on the printout. See Selection of statistical information below for instructions. Note: You can also print the statistical output directly from this program. If you do this, you can only run the printout interactively. The Interactive process field must be set to YES in Work with DC1 user profiles for your user profile.
- a print program where you print the statistical output. See Print the statistics below for instructions.
In the maintenance program you can choose to print a summary list (meaning only the totals for each value of the corresponding key are printed) or a detailed list (meaning every reception line is printed).
For the purpose of this example you will generate statistics to analyse which supplier offers the lowest price for an item. The output will display the net purchase value (i.e. Total purchase value – discounts) for a supplier and item and compare last year’s figures with this year’s figures. See Output of generation below.
Selection of statistical information
- Select the Work with purchase statistics specifications menu item.
- You access Purchase stat specification maint. Click Add.
- You access Purchase stat specification maint where you define the information from which you want to generate the statistics. Complete the following information:
- Seq
- Enter sequence number 1 in the Code field under the Item section.
- Sum
- The default is NO for all fields. For this example change to YES for the fields with a sequence defined (as described above). This means that a total will be printed for each Item code.
- Page
- The default is NO for all fields. For this example leave this setting. Note: If you change to YES the system will start to print on a new page, for each new value in the Supplier number and/or Item code.
- Selection
- Leave blank. All valid suppliers and items will be included in the generation. See Working with printouts for instructions on individual and range selections.
- You access the fourth panel where you define more of the information from which you want to generate the statistics.
- Seq
- Enter 2.
- Sum
- Set to YES.
- You access Purchase stat specification maint with the possibility of defining more values. The information at the top of the panel allows you to print different values. For each selection, you can enter the following:
- YES = the total value for the corresponding key will be printed.
- NO (which is the default value) = no information for the corresponding key will be printed.
- % = the total value for the corresponding key will be printed as well as the percentage of the total value that each reception line represents for the selection.
- Details
- The default is blank. For this example set this field to YES meaning that details for each value of the selected key will be printed.
Enter a name for this statistics specification in Stat and its description in Description.
Since the purpose of this example is to describe the generation of statistics displaying the net purchase value for the Supplier/Item, complete the following fields:
Click OK three times.
Complete the Supplier Number field, as follows:
Click OK.
Note: Period is the date range you select when you print the list.
Since, for the purpose of this example, you want to view the net purchase value, per supplier/item and compare last year’s values with this year’s values, set all four Net purchase value related fields to YES.
Note: The Internal orders field can be defined with the valid value if you want to generate internal order statistics. (Valid values are 1 = IR orders only, 2 = no IR orders, and blank = all). But since you are generating supplier statistics for this example, and very seldom mix the two types of statistics, enter 2 in this field.
The following field determines if you want just totals printed, or the details per line printed:
Define the printer queue and then complete all other information as you want (see the Panel help for further information) and click OK. Then click Back twice to exit the routine.
Print the statistics
- Select the Print purchase statistics menu item
- On Purchase statistics file printout, select the applicable record and click OK.
- You access Purchase statistics file printout. This panel provides the option to narrow down the selection of data you want to include in the generation. (See the Panel help for more information).
For the purpose of this example, enter a date range since you want to compare this year’s values with last year’s values (i.e. this is the period).
For the fields in the middle of the panel the default is YES. Leave YES and click OK or F2 for interactive processing (if Interactive process in the Work with DC1 user profiles is set to YES for your user profile).
The output will result in detailed reception line information per item and supplier, summarising the net values per period (see Output of generation below).
Output of generation
The output generated from your selections will depict the following:
The item lines display detailed reception line information, for example:
- Item code
- Supplier number
- Order quantity
- Confirmed quantity
- Received quantity
- Approved quantity
- Delivery time/Received time
- Total, Net and Cost value
Under each item and unique supplier you will see a Supplier summation line of the Net value per:
- Current Period
- Year to date
- Period Last Year
- Amount Last year
The last line represents the Item summation of the same Net values.