Spend
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How to Manage Uncategorised Spend
If you are seeing a high amount of Unidentified Spend (or any amount) on your Procurement Dashboard and you would like to address this to ensure spend is being correctly allocated, please review the below.
Note: Unidentified Spend occurs when there are orders that were placed without a UNSPSC code assigned.
You can view the orders that were not categorized by running the Unimarket Order report from the Insights Module. Go to the Insights Module and click on Reports, then click Run Reports from the top right, and select to run the Unimarket Order Report for the timeframe you are interested in reviewing.
- Once you have the file, we suggest filtering by the Category Code and removing any lines with a Category Code present (column W). This will leave you with the items that did not have a UNSPSC/Category code.
- You will also want to filter by the Product Type to exclude Shipping (as Shipping is excluded). This will give you the items falling into the Unidentified Spend category.
To address the Unidentified Spend take the following steps:
1. Ensure your community has the setting turned on to require a category for all non-catalog orders. (This setting can be reviewed by going to Admin > Modules > Procurement > check the box for Non Catalog Category Required.)
2. You can choose to set default categories for your suppliers under the supplier's settings. If you set a default category, this will populate anytime a user is placing a non-catalog order with that supplier. (Users will still have the option to change the category if necessary).
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Spend Screen
The Spend screen provides communities with the ability to view and summarize spend according to your chart of accounts. You can use this screen to understand what a specific organization, department or school is spending, as well as spend relating a specific project or workstream. There is also a spend breakdown by your top suppliers and method of spend by month.
Spend is based on the Order amount, not the Invoice amount and excludes Shipping, Tax, Discounts, Special Handling, Shipping tax, etc. It also does not include any incomplete requisitions or blanket requisitions.
You can Filter by the following:
Period If Budgets is OFF this is a date filter with some predefined options like Current Quarter. If Budgets is ON it will show Budgets periods. GL Code (Account Code Format) This starts with the community default. This is a single select only and must be populated. Account Code Parts Any Account Code Parts under the selected format. The spend screen is currently available to users with the Community Administrator role. (Coming soon, users will be able to be allocated as Cost Center Manager to one of the parts of the selected Cost Center.) Buyers do not have access to the Spend Screen.