Reports Overview

2 years ago
alex
4 minutes

In this article, we will explore the Pivot Report, and we will understand how to use it and what for.

Similar to Excel, these reports organize information in a matrix format. Thanks to the resemblance to Microsoft Excel, the learning curve is short, with users already accustomed to the interface and the logic behind it.

In addition to excel, pivot reports relieve the users of the difficult task of aggregating the data sources, these being already predefined.

Below we describe each area of the interface:

Area 1 – Filter Fields (highlighted in green)

It is the area of fields used for filtering. The results shown in the report are pre-filtered based on them.

The filtering itself can be done in any section by clicking on the funnel symbol next to each field.

Its usefulness comes in handy when you want the filtering to be performed on certain fields that will not appear anywhere in the report so as not to visually overload it.

Area 2 – Data Fields (highlighted in red)

This is the area where the numbers for the items in the table are displayed.

Area 3 – Row Fields (highlighted in purple)

It is the area for placing left-sided table headers

All values are grouped according to the order in which they are placed.

In the example presented we observe the order: Event type, Event name, Supplier and Currency. The information is grouped based on this order.

Area 4 – Column Fields (highlighted in yellow)

It is the area for placing the table headers for columns.

All values are grouped according to the order in which they are placed.

In the example presented we observe the order: Year and Quarter. The information is grouped on the basis of this order.

Area 5 – Field Picker Buton (highlighted in black)

Placed in the upper-right corner

Opens a window where you can select or deselect fields and place them in one of the 4 areas mentioned above.

The fields can be selected either by ticking/clearing the box to their right or by dragging them to the appropriate area

Also, all fields, regardless of the area they are in, can be used for ascending (upward arrow) or descending (downward arrow) sorting by clicking on the icon next to each field.

Field Picker Window

Like the interface described above, it also contains 5 regions: the filtering one, the one for values, the one for rows, the one for columns, and a region that contains all the fields available for selection and their status expressed by a checkbox (selected/unselected). The last region described is marked with 5 in the image below. The other regions are marked with the number and color of the area directly in correspondence with the first image presented.

Region 5 – All available fields

Below you will find a complete list of them together with a brief description to better understand their purpose.

  • “Bid Placed”- the unit price quoted by the supplier.
  • “Currency”- the currency upon which the event is quoted: EUR, USD, RON, etc.
  • “End Date”- the date the event ended.
  • “Event Name”- the name of the event.
  • “Event Type”- the type of the event: Request, Reverse, Forward, Dutch, etc.
  • “Item Budget”- the budget at the item level.
  • “Item Category”- the category of the item.
  • “Month”- the month in which the event ended.
  • “Project”- the project within which the event is being held.
  • “Quantity”- the quantity requested for each item.
  • “Quarter”- the quarter in which the event ended.
  • “Selected” Describes the winner stats of the event’s suppliers. Has the values: Yes/No.
  • “Start Date”- for an RFQ, the system displays the publication date. For the rest of the events, the system displays the start date. 
  • “Supplier” – supplier’s email address.
  • “Total Bid (Sum)”- it represents the last total quotation placed by each supplier and is calculated according to the formula- Quantity * Bid Placed (Quantity requested multiplied by the unit price).
  • “UM”- a unit of measurement (eg: pcs, kg, etc).
  • “Year”-  the year the event ended

Now that we understand what each element means and the information contained in each available field, we can begin to use this report to obtain useful information. Below are some examples of reports for real business scenarios;

  • Report with the winning suppliers split by years and quarters, grouped by event, item, currency, and auction price – we display the winning suppliers with whom we collaborate along with other helpful information to better understand the market

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