Several enhancements were made to the OBI Procure to Pay (P2P) Reporting Dashboard in recent years to reduce administrative burden and provide departments with better visibility of their procurement data. These enhancements, summarized by report below, can help departments more efficiently manage their requisitions, purchase orders (POs), and invoices.
Click on each section below the summary to see complete enhancement details, including screenshots.
- Purpose: Displays purchasing activity from an org perspective that requires action.
- Useful for: Monitoring requisition approval time, monitoring invoices on hold, and reviewing POs by age and outstanding commitment percentage to identify which ones to close, investigate, or cancel.
- Enhancements: Users can now view AP invoices on temporary hold, POs with PTA changes in progress, purchase requisitions that need action, and more. For details, see the Procure to Pay at a Glance section below.
- Purpose: Displays details about a single purchase requisition, PO, AP invoice, or vendor payment.
- Useful for: Viewing outstanding vs. paid lines on a PO, with details about changes (e.g., PTA information and transfers).
- Enhancements: Users can now find and monitor AP invoices on hold, including their hold details and hold code. For details, see the Procure to Pay Inquiry section below.
- Purpose: Displays summary and detailed reports for purchase requisitions, including details for a PTA, org, or supplier.
- Useful for: Finding details for multiple requisition numbers and by requester/preparer for a submitted or creation reporting period.
- Enhancements: Users can now search for requisitions by PTA owner/manager name and perspective, which is particularly useful for finding all projects, tasks, or awards for faculty-sponsored research. For details, see the Purchase Requisitions section below.
- Purpose: Displays summary and detailed reports for POs.
- Useful for: Finding details by PO number and/or supplier for a PTA and/or organization and by requester/buyer for a specific reporting period (submitted, creation, or General Ledger period).
- Enhancements: Users can now search for POs by the PTA owner/manager name and perspective, PO PTA change status description, and item category description, and more. For details, see the Purchase Orders section below.
Purchase Order and Related AP Invoices
- Purpose: Displays summary and detailed PO reports along with any related AP invoice information.
- Useful for: Reviewing which AP invoices have been matched to the selected POs, their hold status, and payment status, as well as for monitoring for any missing invoices.
- Enhancements: Users can now easily view AP invoice hold codes. For details, see the PO and Related AP Invoices section below.
- Purpose: Displays summary and detailed reports for AP invoices and payments to suppliers.
- Useful for: Viewing supplier invoice details by invoice number (including PTA distributions), viewing invoice activity (including volume and dollars by source and transaction type), and monitoring invoice payment processing status (including hold details).
- Enhancements: Users can now search for AP invoices by the PTA owner/manager name and view supplier type description and AP invoice hold code. For details, see the AP Invoices section below.
The following enhancements were made to the Procure to Pay at a Glance report.
New selection criterion
Purchase Requisition Preparer Full Name. Users can now search for data based on the requisition preparer’s full name.
New sections
- AP Invoices with Temp Hold: The section enables departments to review AP invoices on temporary hold.
- Purchase Orders with PTA Change in Progress: The section gives departments visibility to self-service purchase order PTA changes that are pending approval.
New columns
- Purchase Orders with Outstanding Commitment Amount section:
- Purchase Order Outstanding Commitment Percent: This column was added to help departments gauge cancellation eligibility.
- Item Category Description: This column was added to help users easily identify PO types, including standard goods, standard services, standard change order, blanket POs, etc.
- Purchase Order Creation Date: This column was added to help users easily find the creation date of the PO.
- Purchase Requisitions that Need Action section:
The Purchase Requisition Submitted Date and Purchase Requisition Age Day Quantity Date columns were added to enhance visibility to the number of days since purchase requisition submission, enabling departments to monitor for aging purchase requisitions that require action.
The following enhancements were made to the Procure to Pay Inquiry report.
New selection criterion and section
AP Invoice Hold Details. Users can now view AP invoice hold details in this report.
New column
AP Invoice Hold Code. This include column was added in the AP Invoice Hold Details section to allow users to easily identify AP invoice hold codes.
The following enhancements were made to the Purchase Requisitions report.
New selection criteria
- Owner/Manager Name: Users can now search for purchase requisitions based on the project, task, or award owner/manager name.
- Owner/Manager Perspective: Users can now search for purchase requisitions based on the role perspectives of owner/manager for a project, task, or award.
New include columns
Owner/Manager Full Name for a project, task, or award was added to the Purchase Requisition Summary and Purchase Requisition Details sections.
The following enhancements were made to the Purchase Orders report.
New selection criteria
- Owner/Manager Name: Users can now search for POs based on the project, task, or award owner/manager name.
- Owner/Manager Perspective: Users can now search for POs based on the role perspectives of the owner or manager of a project, task, or award.
- Purchase Order PTA Change Status Description: Users can now search for POs based on the PTA change status descriptions including Completed, Pending, Rejected, and Unexpected Error.
- Item Category Description: This selection criteria replaced the Purchase Order Type Description selection criteria because users found the item category description more useful. (Examples of item category descriptions: change order, standard blanket, capital equipment, subaward, lease)
Column change
- Purchase Order Type Description: This column was removed as a default column and is now available as an optional include column.
New columns
- Added to the Purchase Order Summary and Purchase Order Details sections: Owner/Manager Full Name for a project, task, or award.
- Purchase Order Outstanding Commitment Percent: This column was added to help gauge cancellation eligibility.
- Purchase Order PTA Change Status Description: This include column was added to the Purchase Order Summary section to enhance PTA Change Status visibility.
- Purchase Order Distribution Line PTA Change Status Description: This include column was added to the Purchase Order Details section to enhance PTA Change Status visibility.
- Item Category Description: This column was added to the Purchase Order Details Section Basic View and repositioned in the Purchase Order Details Section Expanded View.
- Supplier Type Description: This include column was added to the Purchase Order Summary and Purchase Order Details sections to allow for easy identification of supplier types including visitor and supplier.
The following enhancements were made to the Purchase Orders and Related AP Invoices report.
New column
AP Invoice Hold Code: This include column was added in the AP Invoice Hold Details drill to allow for easy identification of AP invoice hold codes.
The following enhancements were made to the AP Invoices report.
New selection criteria:
- Owner/Manager Name and Owner/Manager Perspective. These selection criteria were added so users can search for AP invoices based on the project, task, or award owner/manager name or perspective.
New columns
- Include columns for Owner/Manager Full Name for a project, task, or award added in the AP Invoice Summary and AP Invoice Details sections.
- Supplier Type Description: This include column was added to the AP Invoice Summary and AP Invoice Details sections to allow for easy identification of supplier types, including visitor and supplier.
- AP Invoice Hold Code: This include column was added in the AP Invoice Hold Details section to allow for easy identification of AP invoice hold codes.
