Overview

This article outlines the key features and functionalities of the Procurement Tracker Report, explaining how to access, interpret, and use it to optimize your procurement processes.

1. What is the Procurement Tracker Report?

The Procurement Tracker Report is a centralized report that lists all transactions related to goods and services currently in the procurement process. It provides detailed information about each transaction, including the requester, requested items, estimated costs, actual costs, and delivery status.

Key Features of the Procurement Tracker Report:

• Real-Time Tracking: Monitor the status of procurement transactions in real-time.

• Cost Comparison: Compare estimated costs with actual costs to ensure budget compliance.

• Delivery Management: Track the delivery status of requested items.

• Billing Information: Monitor the billing status of procurement transactions.

2. How to Access the Procurement Tracker Report

Accessing the Procurement Tracker Report in iVendNext is straightforward. Follow these steps:

Step 1: Navigate to the Buying Module

• Go to Home > Buying.

Step 2: Access the Procurement Tracker Report

• Under the Key Reports section, click on the Procurement Tracker shortcut.

Step 3: View the Report

• The Procurement Tracker Report will open, displaying a list of all procurement transactions currently in progress.

3. Key Components of the Procurement Tracker Report

The Procurement Tracker Report is divided into several key sections, each providing valuable insights into the procurement process:

3.1 Requester Information

• Requester: The name of the user who requested the goods or services.

• Request Date: The date on which the request was made.

3.2 Item Details

• Item Code: The code of the requested item.

• Item Description: A brief description of the item.

• Quantity: The quantity of the item requested.

3.3 Cost Information

• Estimated Cost: The estimated cost of the item at the time of requisition.

• Actual Cost: The actual cost of the item once the purchase order is finalized.

3.4 Delivery Information

• Delivery Date: The date on which the item is expected to be delivered.

• Received Quantity: The quantity of the item that has been received.

3.5 Billing Information

• Billing Status: The status of the billing process (e.g., billed, partially billed, unbilled).

• Invoice Number: The invoice number associated with the procurement transaction.

4. How to Use the Procurement Tracker Report

The Procurement Tracker Report is a versatile tool that can be used in various ways to enhance your procurement processes:

4.1 Monitoring Procurement Progress

• Use the report to track the progress of each procurement transaction, from the initial request to the final delivery and billing.

• Identify any delays or bottlenecks in the procurement process and take corrective actions.

4.2 Cost Management

• Compare the estimated costs with the actual costs to ensure that your procurement activities are within budget.

• Identify any discrepancies and investigate the reasons behind them.

4.3 Supplier Performance Evaluation

• Use the report to evaluate the performance of your suppliers based on delivery times, adherence to quoted prices, and overall reliability.

• Make informed decisions about which suppliers to continue working with and which ones to replace.

4.4 Reporting and Analysis

• Generate detailed reports for management review, highlighting key metrics such as procurement cycle time, cost savings, and supplier performance.

• Use the data to identify trends and make strategic decisions about your procurement processes.

5. Advanced Features of the Procurement Tracker Report

5.1 Filtering and Sorting

• The report allows you to filter and sort transactions based on various criteria, such as requester, item, supplier, and delivery status.

• This makes it easy to focus on specific aspects of the procurement process.

5.2 Exporting Data

• You can export the report data to Excel or PDF for further analysis or sharing with stakeholders.

5.3 Integration with Other Modules

• The Procurement Tracker Report is integrated with other modules in iVendNext, such as Purchase Orders, Material Requests, and Supplier Quotations.

• This ensures that all procurement-related data is centralized and up-to-date.

6. Best Practices for Using the Procurement Tracker Report

6.1 Regular Monitoring

• Make it a habit to regularly monitor the Procurement Tracker Report to stay on top of your procurement activities.

• Set up alerts or notifications for key milestones, such as delivery dates and billing statuses.

6.2 Data Accuracy

• Ensure that all data entered into the system is accurate and up-to-date.

• Regularly review and update supplier information, item details, and cost estimates.

6.3 Collaboration

• Share the report with relevant stakeholders, such as procurement managers, finance teams, and department heads.

• Encourage collaboration and communication to ensure that everyone is aligned and informed.