Optimizing Purchasing Efficiency by Monitoring Vendor Activity
Order ID 53563633773 Type Essay Writer Level Masters Style APA Sources/References 4 Perfect Number of Pages to Order 5-10 Pages Description/Paper Instructions
Optimizing Purchasing Efficiency by Monitoring Vendor Activity
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Sample business report. A sample business report is provided at the end of the document. The business report should include the following:
Sample business report. The report body is the result of your SQL query. Format results in a professional business report format. Add a title, column headings, and some key selection criteria to the report.
A short narrative explaining how this report can be used to facilitate organizational operations or decision-making.
The SQL query that will return the information displayed in the report. You can use multiple SQL queries to generate information in one report.
- Describes sample data for tables generated in logging reports.
- Description of Data Source – Briefly explain the operational activity or external provider that generated the recorded data.
An example business report
Sample Business Report
Table 1. Example of Monthly Vendor Activity Summary Report
A short narrative
The Vendor Activity summary is run at least monthly as part of the purchasing manager’s oversight activities. This manager is charged with ensuring that payments are appropriate and with optimizing purchasing efficiency by monitoring vendor activity. This oversight process begins by understanding the flow of purchases.
The report identifies total purchases (to identify key suppliers), number and average amount of invoices, and unpaid amounts to assess accounts payable. This information can be important for a variety of activities including:
looking for price negotiation opportunities to reduce cost, e.g., identify the vendor from whom many purchases are made.
identifying new or unusual patterns of activity that might reflect fraud or a need for oversight. For example, the purchasing manager can identify vendors with uncommon average invoice amounts and investigate those invoices.
SQL queries (You may need one or multiple queries to generate a business report)
The heading for this report includes a title and a date range. The regular monthly version uses the first and last day of the month, but reports can also be generated for other time frames. These dates are then embedded in the queries that produce the report.
The rows shown in the body of the report are extracted using this query:
SELECT AP_Vendors.Vendor_Name, Count(Invoices.Invoice_ID) AS CountOfInvoice_ID, Sum(Invoices.Inv_Ttl_Amt) AS SumOfInv_Ttl_Amt, Avg(Invoices.Inv_Ttl_Amt) AS AvgOfInv_Ttl_Amt, Sum([Inv_Ttl_Amt]-[Invoices].[Paid_Amt]) AS Amt_Unpaid
FROM AP_Vendors, Invoices
WHERE AP_Vendors.Vendor_ID = Invoices.Vendor_ID And Invoices.Entered_Date >=#1/1/2011# And Invoices.Entered_Date <=#1/31/2011#
GROUP BY AP_Vendors.Vendor_Name;
ORDER BY AP_Vendors.Vendor_Name;
The totals can be generated using this query:
SELECT Count(Invoices.Invoice_ID) AS CountOfInvoice_ID, Sum(Invoices.Inv_Ttl_Amt) AS SumOfInv_Ttl_Amt, Avg(Invoices.Inv_Ttl_Amt) AS AvgOfInv_Ttl_Amt, Sum([Inv_Ttl_Amt]-[Invoices].[Paid_Amt]) AS Amt_Unpaid
FROM Invoices
WHERE (((Invoices.Entered_Date)>=#1/1/2011# And (Invoices.Entered_Date)<=#1/31/2011#));
Example data for the tables used to generate the documented report
This report uses data from two tables. The AP_Vendors Table and the Invoices table.
Table 2. Example data from the AP_Vendors Table
The AP_Vendors table lists vendors who are paid using the AP system. Its primary key is Vendor_ID. It is connected to a number of tables that have foreign key relationships that point to the Vendor_ID, as shown in Figure 1.
Table 3. Example data from the Invoices Table
The Invoices table (a transaction table) lists all invoices recorded in the AP system. Invoices are used to generate payments. Note that while each invoice has a unique Invoice_ID, each vendor may appear multiple times in the list. Invoices are paid by checks, posted to the general ledger in batches signaled through the Batch_ID field, and dates are recorded as the invoice moves through the invoicing process. Multiple invoices for the same vendor may be paid on a single check, as shown below for invoices 665 and 667.
A description of the data sources
The data from this report is generated by accounts payable activities.
The Vendor table contains a list of all vendors to whom payments are made. Because it is important to control this list, organizational policy calls for AP manager approval of any new vendors before payments are made.
The Invoices table lists the transactions summarized on the report. Invoices are entered into the system by AP clerks as bills are received. Invoices are approved by a second clerk after the request is reviewed. Several times a week, invoices are selected for payment and checks are run.
Notes for students:
Note that key issues are briefly mentioned such as how the data are maintained (e.g., the policy for adding vendors), primary keys, and important cardinalities.
Not all the rows in the tables are shown. But enough data is shown to demonstrate the cardinalities. For example, Vendor number 10011 appears multiple times in the list of invoices and several invoices share the same Terms_Code_ID.
Other illustrative details can be observed in the provided data. For example, Invoice number 643 is not yet paid although it was approved for payment. And note that check number 223886 pays two invoices.
RUBRIC
QUALITY OF RESPONSE NO RESPONSE POOR / UNSATISFACTORY SATISFACTORY GOOD EXCELLENT Content (worth a maximum of 50% of the total points) Zero points: Student failed to submit the final paper. 20 points out of 50: The essay illustrates poor understanding of the relevant material by failing to address or incorrectly addressing the relevant content; failing to identify or inaccurately explaining/defining key concepts/ideas; ignoring or incorrectly explaining key points/claims and the reasoning behind them; and/or incorrectly or inappropriately using terminology; and elements of the response are lacking. 30 points out of 50: The essay illustrates a rudimentary understanding of the relevant material by mentioning but not full explaining the relevant content; identifying some of the key concepts/ideas though failing to fully or accurately explain many of them; using terminology, though sometimes inaccurately or inappropriately; and/or incorporating some key claims/points but failing to explain the reasoning behind them or doing so inaccurately. 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