Procurement Dashboards

Important - dashboards are currently unavailable until further notice.

Procurement Dashboards

The Procurement Dashboard, accessible to departmental approvers, provides comprehensive, real-time insights into key procurement metrics to enhance financial management and accountability across departments. The dashboard covers essential information on open Purchase Orders (POs), pending and processed vouchers, and a breakdown of invoice types (PO vs. Non-PO) for compliance tracking. Key metrics include:

Key Dashboard Metrics

  • Open POs and Overdue POs - Displays current open commitments and highlights overdue POs, helping departments proactively manage outstanding orders and financial obligations.
  • Vouchers Pending Action - Summarises the status of pending vouchers, including total values and numbers of overdue vouchers, allowing departments to take timely action.
  • Spend by Supplier: -Shows year-to-date (YTD) spend per supplier, emphasizing major vendors and potential risks associated with delayed payments.
  • Compliance Dashboard - Tracks departmental compliance by invoice type (PO, Non-PO, Exempt) and displays the average processing time for invoices by quarter, providing insights into efficiency and compliance.

Detailed Dashboard Pages

  1. Open PO Report - A comprehensive list of all open purchase orders, including total commitment and remaining value, enabling departments to monitor and manage outstanding commitments.
  2. Vouchers Pending Action - Details supplier invoices that are awaiting departmental action for payment, ensuring transparency and prompt response to pending items.
  3. Processed Vouchers - Provides a record of processed supplier invoices, allowing departments to address supplier inquiries on payment status directly.

How to Use the Procurement Dashboards

The Procurement Dashboards are designed to provide departments with self-service access to key procurement data, empowering them to manage their purchasing activities proactively. By regularly reviewing the information available in these dashboards, departments can take a hands-on approach to monitor commitments, address pending actions, and ensure timely processing of invoices and purchase orders. Key points on usage include:

  • Regular Monitoring

    The data in these dashboards is refreshed every Monday, providing the latest insights into open POs, pending and processed vouchers, and compliance metrics. Departments should make it a routine to check the dashboard at the beginning of each week to stay informed about current status and overdue items.

  • Managing Open Purchase Orders

    Use the Open PO Report to review all active purchase orders and identify those that are overdue. This report helps departments assess their commitments, follow up on overdue POs, and take action on items that require closure or date extension.

  • Addressing Vouchers Pending Action

    The Vouchers Pending Action section highlights invoices awaiting departmental processing. By checking this report weekly, departments can ensure that invoices are actioned promptly, minimising payment delays and improving vendor satisfaction.

  • Tracking Supplier Spend and Compliance

    The Spend by Supplier and Compliance Dashboard sections provide insights into departmental spending patterns and compliance with procurement processes. Departments can use these insights to optimise vendor relationships, ensure adherence to purchasing policies, and monitor processing times for continuous improvement.

  • Resolving Vendor Inquiries

    The Processed Vouchers report allows departments to view invoices that have been processed, making it easier to respond to supplier inquiries regarding payment status. This self-service access reduces the need to rely on Accounts Payable for basic payment information, enabling faster and more effective communication with suppliers.

Managing Overdue POs, Unprocessed Invoices, and Supplier Inquiries

To maintain smooth operations and ensure strong financial and supplier relationships, it is essential for departments to proactively manage overdue Purchase Orders, unprocessed invoices, and supplier inquiries. Here’s how to address each of these areas and why they are important:

  • Overdue Purchase Orders

    What to Do

    • Review the Open PO Report to identify any overdue POs.
    • For POs that are still needed, contact the supplier to confirm delivery dates and email procurement@nd.edu.au to adjust the PO due date if necessary.
    • If the PO is no longer required, request that it be closed to release the funds and remove the commitment by emailing procurement@nd.edu.au.

    Why It’s Important:

    • Accurate Financial Planning - Remaining amounts on open POs are accrued against the due date in anticipation of spend. Closing unneeded POs frees up budgeted funds, allowing for better resource allocation.
    • Vendor Trust and Relationship - Actively managing overdue POs reassures vendors that the University is committed to timely follow-up, strengthening trust.
    • Policy Compliance and Audit Readiness - Staying on top of POs ensures compliance with procurement policies and reduces issues during financial audits.

  • Unprocessed Invoices

    What to Do

    • Check the Vouchers Pending Action report regularly to identify invoices awaiting departmental action.
    • Ensure that any required approvals or documentation (like Purchase Orders and Receipts) are submitted to Accounts Payable to process the invoice.
    • For invoices that may have discrepancies (such as incorrect amounts or PO references), communicate with the supplier promptly to resolve any issues.

    Why It’s Important

    • Timely Payments - Processing invoices promptly ensures that suppliers are paid on time, which is essential for maintaining good relationships and avoiding late fees.
    • Compliance with Payment Terms - Meeting payment terms (e.g., within 30 days) aligns with University policy, minimises risk of penalties, and supports efficient cash flow management.
    • Minimised Processing Delays - Promptly addressing invoices reduces bottlenecks and avoids last-minute rushes, helping the Accounts Payable team stay efficient and organised.

  • Supplier Inquiries

    What to Do

    • Use the Processed Vouchers report to verify the payment status of invoices before reaching out to Accounts Payable.
    • Use the Vouchers Pending Action to verify that the department has processed the invoice for payment.
    • Communicate directly with suppliers regarding any payment details, estimated processing timelines, or specific invoice issues.
    • If further information is required, follow up with Accounts Payable, providing relevant details to expedite the inquiry.

    Why It’s Important

    • Enhanced Supplier Relations - Prompt and accurate responses to suppliers demonstrate reliability and respect for vendor relationships, building trust.
    • Reduction in AP Workload - By using self-service resources (like the Processed Vouchers report), departments can independently resolve many inquiries, reducing the volume of questions directed to Accounts Payable. Where a supplier contacts Accounts Payable to inquire on an invoice that is pending departmental action, the supplier will be referred to the department for further advise.
    • Preventing Service Disruptions - Timely handling of inquiries ensures that vendors remain willing and prepared to continue providing goods and services without disruptions due to unresolved payment issues.

Accessing the Dashboards

Access to the dashboard is restricted to ensure data security and alignment with departmental roles. Here’s how to access the dashboard and request additional access if needed:

  • For Departmental Approvers - Staff members with department financial delegation already have direct access to the Procurement Dashboard. You can log in to the dashboard at any time to review open POs, pending and processed vouchers, and other key metrics relevant to your department’s procurement activities.
  • Requesting Additional Access - If additional team members require access to the dashboard (such as staff responsible for managing department purchases but without financial delegation):
    • The Budget Owner for the department must request access on their behalf.
    • To request access, the Budget Owner should contact the Strategic Procurement Manager directly, specifying the staff member's role and the reason for access. This process helps maintain controlled access to sensitive financial data while ensuring that team members who need visibility can support procurement activities effectively.

Access the Dashboards now