Creating Vendor Activity Reports

Procedure

To generate the Activity report:

  1. Choose Vendor Statistics from the Function list.
  2. Use the drop-down list to choose one of the following search methods, and enter the appropriate search criteria:
  3. Select the Activity radio button.
  4. In the From and To fields, indicate the date range for which you want to run the report.
  5. If you want to Limit by Order Type, click the default selection of "NONE" and select a value from the dialog that opens.
  6. If you do not want serials to be included in the report, check the Exclude serials option.
  7. To generate the report you have selected, choose Start.
  8. After the calculations are finished, the report displays the data in the following tabs:
  9. If you plan to copy the report data to the vendor records, including those that have reported no activity, select Reset All Vendors. Otherwise, only the vendors that have reported activity are updated when you choose to do so.
  10. To update your vendor records, select Copy to Vendors.

    When using this method to update your vendor records, be aware that there is no indication in the vendor records what group of order records, what time period, or what other parameters were selected for the update. Furthermore, each time you select Copy to Vendors, the new report data overwrites the existing data in the vendor records. If you want to use this feature, consider doing so on a regular basis so the data in the records has meaning for you.

Amounts


Column     Description
Vendor Vendor code
Est. Price Orders Total sum of the EST PRICE times the number of COPIES for all order records with an ODATE in the specified date range
Est. Price Receipts Total sum of the EST PRICE times the number of COPIES for all order records with an RDATE in the specified date range
Est. Price cancelled Total sum of the EST PRICE times the number of COPIES for all order records with an INT. NOTE that indicates the order was cancelled on a date in the specified range
Amt Paid Total of the PAID field amounts for order records with a PAID DATE within the specified date range

Quantities


Column     Description
Vendor Vendor code
Order Records Number of records with an ODATE in the specified date range
Copies Ordered Total number of copies from the COPIES fields of order records with an ODATE in the specified date range
Orders Recd Number of order records with an RDATE in the specified date range
Copies Recd Total number of copies from the COPIES fields of order records with an RDATE in the specified date range
Orders Cancld Number of order records with a STATUS of 'z' ("cancelled") in the INT. NOTE field, and a date in the INT. NOTE field within the specified date range
Claims Total number of INT. NOTE fields with "Claimed" and a date in the specified date range
Orders Claimed Number of order records with INT. NOTE fields that contain "Claimed" and a date in the specified date range

Delivery Time

For order records with RDATE fields that fall within the specified date range, the Activity report calculates the delivery time by subtracting the ODATE from the RDATE and converting it into weeks. It then counts the number of orders received within each time period. If an order record has an RDATE but the ODATE is blank, the Activity report does not include it in the calculations.

Column     Description
Vendor Vendor code
Ave. Deliv. Time Average number of weeks to receive ordered material, where the RDATE is in the specified date range. If you received no orders from a particular vendor, the system enters a '?' in the Ave. Deliv. Time column.
X Wks Number of copies received in a given period of time. (A column appears for each incremental period of time. For example: "02 Wks", "04 Wks", "08 Wks", etc.)

Totals

Calculations of averages and percentages is based on statistics reported in the Amounts, Quantities, and Delivery Time tabs. As in those tabs, the order records included in each calculation on the Totals tab must satisfy certain conditions. For example,% Orders Received in X wks is based on order records with an RDATE field that falls within the specified date range. Another example is % Claimed, which is based on order records with INT. NOTE fields that contain "Claimed" and a date that falls within the specified date range.

Delivery time considers order records only with dates in both the ODATE and the RDATE fields, and the RDATE must be within the specified date range.

Errors

To verify whether certain vendors were not accounted for in the Activity report, run an Error report for messages pertaining to such vendors. Depending upon the number of vendors excluded from the Activity report, the compilation of error messages can be lengthy. To run the Error report:

  1. Select the Errors tab.
  2. Choose Get Vendor Errors. Vendor Statistics compiles a list of results on those vendors whose data was excluded from the Activity report.

If the Activity report couldn't access the vendor record when the report was being processed, you will see a Vendor <vendor code> at Order Recnum <record number> message.

If the file contains no errors, you will see No message in error file.

  1. After you have reviewed the messages and are ready to clear them from the display, choose Zero Error File.