The Received offer analytics is the statistics page of the offers you get from suppliers. It does not list single offers but summarizes them: it shows how many offers arrived, in what value, from whom, for which products and at what price, and how many of them became a purchase order. It can answer questions like these:
The possible statuses of an incoming supplier quote are: Draft, Closed, Cancellation, Cancelled. The statistics count only the Closed offers in the value and in the number of offers. Draft and Cancellation/Cancelled offers are left out of these, but you can see them in the Drafts and Storno ratio indicators and in the split by status. Deleted offers are not counted anywhere on the page.
Click Main menu / Procurement / Analytics / Received offer analytics to open the page. At the top you see four tabs: Overview, Suppliers, Prices and products and Process and lead time. On the Search tab you can narrow down the data with the Document date field pair, with a part of the company name typed into the Supplier field and with the Employee list, then click the Search button. The date filter applies to the day the offer was issued; when you open the page, the period from January 1 of the current year to today is shown. If you switch tabs, the default settings return, so set the filter again on the tab you have just opened. Hover over the question mark icon next to an indicator to read its exact definition. The screenshots come from the Hungarian demo interface.
The top row shows the indicators of the selected period. Offers is the number of valid offers and Value is their gross value in the default currency; next to both you see the change compared to the previous period of the same length. The Average offer value is the total value divided by the number of offers, Suppliers is the number of different offering suppliers. The Storno ratio is the share of the cancellation and cancelled offers compared to the valid and cancellation offers, and Drafts is the number of offers not closed yet. Offers without exchange rate are the foreign currency offers that have no exchange rate: they are included in the number of offers, but their value cannot be converted, so they are missing from the totals. Below, in the Monthly trend chart the bar shows the value and the line shows the number of offers by month, the Split by status chart divides the non-deleted offers by status, and the Colleagues table shows who recorded how many offers, in what value and with what average value. Where the colleague is not specified, the offer goes to the Unknown row.
The four indicators in the top bar: the number of Suppliers, the Share of requested offers (the percentage of the offers that came in answer to a request you sent to the same supplier in the same business process; the rest are unsolicited), the Win rate (the share of the offers that were followed by a purchase order to the offering supplier) and the Avg. response time (days) (the average time between the creation of the request and the received offer, requested offers only; if there is none, you see a dash). The Top suppliers by offer value chart ranks the ten suppliers with the highest offer value, and the Requested and unsolicited offers doughnut chart shows how large a part of the offers came in on a request. The Supplier ranking table (up to 50 suppliers, in descending order of value) gives, per supplier, the number of Offers, the Value, the Average offer value, the Share of the total value, the Share of requested offers, in the Ordered column the number of offers after which you ordered from the supplier, and from these the Win rate and the Avg. response time (days).
This tab examines the unit prices of the items: only items entered for a real product with a price count, and foreign currency items appear in the default currency at net unit price (a foreign currency offer without exchange rate is left out). Offered products is the number of different products (below it the number of item lines), and Comparable products are the ones offered by at least two suppliers. The Average price spread is the difference between the most expensive and the cheapest offer as a percentage of the cheapest offer, averaged over the comparable products. Cheaper than last purchase and Dearer than last purchase count the products whose best offered price is lower (saving) or higher (price increase) than the last purchase price. The Products with the largest price spread chart shows the price spread of the first ten products. The Price competition: products offered by several suppliers table shows, per product, the number of Suppliers, the Min. price, Max. price and Avg. price values, the Price spread and, in the Best offer column, the supplier with the cheapest offer (up to 30 products, in descending order of price spread). In the Offered price vs purchase / sale price table, next to the best offer you see the Last purchase price, the Change (− saving) (a negative number means a cheaper offer), the Average purchase price, the Sale price and the Margin. The table contains the 30 most frequently offered products, so the two “last purchase” indicators also refer to this group. Where a value is missing (for example there is no purchase price yet), the cell is empty.
The Offer → order funnel shows what percentage of the valid offers reached the given step in the same business process. The Steps in detail table lists the four steps with the number of Offers, the Share and the Not reached count: Valid offers, Received on a request, Purchase order created (to any supplier) and Ordered from the offering supplier. The Lead times table gives the average and the median in days of the Request → offer and the Offer → purchase order step, measured to the nearest linked document. Offers waiting for a decision are the closed offers that have no purchase order yet; the top bar shows their number and value, and the number of offers Older than 90 days. The chart shows them in the age groups 0–7 days, 8–30 days, 31–90 days and Over 90 days, counted from the document date to today. The Oldest offers waiting for a decision table lists the 20 oldest ones with the columns Document number, Document date, Supplier, Value and Days passed; click the document number and the offer opens in a new tab.
Before a purchasing decision open the Prices and products tab: if the price spread of a product in the Price competition table is 25 %, the Best offer column immediately tells you which supplier to order from, and the negative value in the Change (− saving) column shows by what percentage it is cheaper than the last purchase price. As a weekly routine, go through the Oldest offers waiting for a decision list on the Process and lead time tab to quickly decide which offer should become a purchase order and which one should be closed or declined.
The elements of the Search tab and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document date (from – to) | The time the received offer was issued. By default January 1 of the current year and today. | |
| Supplier | A part of the company name of the offering supplier. If left empty, all suppliers are shown. | |
| Employee | The colleague who recorded the offer. The Please choose row means all colleagues. | |
| Search button | Reloads the active tab with the given filters. |
The meaning of the main indicators:
| Indicator | What it shows | How it is calculated |
|---|---|---|
| Offers | The number of valid received offers. | Offers in the period that are not deleted, not draft, not cancellation and not cancelled. |
| Value | The gross value of the offers. | The amount of the offer in the default currency, converted with the exchange rate of the document; the value of a foreign currency offer without exchange rate is not included. |
| Storno ratio | The share of the cancellation offers. | (Cancellation + cancelled) / (valid + cancellation + cancelled) in the period. |
| Share of requested offers | The share of the offers received on a request. | The offer has a valid request sent to the same supplier in the same business process. The rest are unsolicited. |
| Win rate | What percentage of the offers became an order. | The offers followed by a valid purchase order to the offering supplier in the same business process / all valid offers. |
| Avg. response time (days) | How many days pass between the request and the offer. | The average of the hours since the nearest linked request created before the offer, divided by 24, for requested offers only. |
| Comparable products | The products offered by at least two suppliers. | The number of different offering suppliers per product is at least 2; the list is limited to the 30 products with the largest price spread. |
| Price spread | The difference between the most expensive and the cheapest offer. | (most expensive − cheapest offer) / cheapest offer, in percent, at net unit price in the default currency. |
| Change (− saving) | The deviation of the best offer from the last purchase price. | (best offered unit price − last purchase price) / last purchase price, in percent; a negative number is a saving. |
| Margin | What margin remains at the best offered price compared to the sale price. | (sale price − best offered unit price) / sale price, in percent; with the sale price of the base price list (independent of warehouse and partner type). |
| Offers waiting for a decision | Closed offers without a purchase order. | Closed status, and there is no valid purchase order (to any supplier) in the business process. The age is the difference between the document date and today. |
| Lead times | The average and median time of the request → offer and offer → order steps. | The hours between the creation of the documents converted to days, to the nearest linked document; only offers that have such a linked document count. |
The menu item appears if the Incoming supplier quote module is assigned to you. If you cannot see it, ask your administrator to check your module assignment.
The statistics count only the closed offers in the value and in the number of offers. A draft offer appears only in the Drafts indicator and in the split by status, a cancellation or cancelled one in the Storno ratio indicator, and a deleted one nowhere. Also check that the period of the Document date filter, the Supplier filter and the Employee filter do not exclude the offer.
The system pairs the request and the offer by the link of the business process, and treats an offer as requested only if a valid request sent to the same supplier belongs to it. If you recorded the offer on its own, without the request, or the request was addressed to another supplier, the system does not see the connection. Therefore start the next offer from the Quote sent to supplier list with the Document management menu.
A product appears in the Price competition table only if at least two different suppliers sent an offer item with a price, linked to the product, in the period. Free text items, items without a product and items without a price are left out. If only one supplier made an offer for a product, it is still shown in the Offered price vs purchase / sale price table, but no price spread can be calculated for it. This is not an error.
The page treats it as a decision if a valid purchase order exists in the same business process as the offer. If you recorded the order independently of the offer, without a link, or it remained only a draft, the offer stays among the Offers waiting for a decision. Start the next order from the closed offer with the Document management menu, and read about managing orders in the Supplier orders list guide.
The page converts a foreign currency offer to the default currency with the exchange rate recorded on the document. If a foreign currency offer has no exchange rate, it is included in the number of offers, but its value cannot be converted, so it is missing from the totals; the Offers without exchange rate indicator shows how many such offers there are. Enter the exchange rate on the offer, and the value is included the next time the page loads.
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