Analyzing Dynamics GP Procurement Transactions with Power BI

Procurement is an important part of any business. Regularly analyzing this data is easier with the use of Power BI to ensure that you are making the best use of your company’s resources. Here are a couple of thing to look at when analyzing your purchasing department – Cost and Delivery Time Analysis.

Cost Analysis
There are several things to look at when analyzing Inventory Costs. Obviously, the unit cost of the item but we also have to look at delivery, handling, storage, deposits and item returns from customers.  In the Power BI analysis below, I’m simply looking and the Item’s Current Cost from Dynamics GP Inventory Item Card vs. the Average purchasing cost and per order unit costs.

Delivery/Lead Time Analysis
Delivery/Lead times can be important to companies, particularly when perishable and large goods are concerned.  Delivery/Lead times that start to creep higher will hamper your Item Resource Planning process. Staff need to analysis delivery/lead times and plan accordingly to prevent stock outs and limit storage area and cash resource needs.

Putting It All Together
I first created the below SQL view in my Dynamics GP company.

SET ANSI_NULLS ON

GO

SET QUOTED_IDENTIFIER ON

GO

CREATE VIEW [dbo].[vw_POPTransactions]
AS
    WITH    CTE
              AS ( SELECT   [PONUMBER] ,
                            [ORD] ,
                            [POLNESTA] ,
                            [POTYPE] ,
                            [ITEMNMBR] ,
                            [ITEMDESC] ,
                            [VENDORID] ,
                            [VNDITNUM] ,
                            [VNDITDSC] ,
                            [NONINVEN] ,
                            [LOCNCODE] ,
                            [UOFM] ,
                            [UMQTYINB] ,
                            [QTYORDER] ,
                            [QTYCANCE] ,
                            [UNITCOST] ,
                            [EXTDCOST] ,
                            [INVINDX] ,
                            [REQDATE] ,
                            [PRMDATE] ,
                            [PRMSHPDTE] ,
                            [REQSTDBY] ,
                            [COMMNTID] ,
                            [DOCTYPE] ,
                            [POLNEARY_1] ,
                            [POLNEARY_2] ,
                            [POLNEARY_3] ,
                            [POLNEARY_4] ,
                            [POLNEARY_5] ,
                            [POLNEARY_6] ,
                            [POLNEARY_7] ,
                            [POLNEARY_8] ,
                            [POLNEARY_9] ,
                            [DECPLCUR] ,
                            [DECPLQTY] ,
                            [ITMTRKOP] ,
                            [VCTNMTHD] ,
                            [BRKFLD1] ,
                            [JOBNUMBR] ,
                            [COSTCODE] ,
                            [COSTTYPE] ,
                            [ORUNTCST] ,
                            [OREXTCST] ,
                            [LINEORIGIN] ,
                            [FREEONBOARD] ,
                            [ODECPLCU] ,
                            [Product_Indicator] ,
                            [Source_Document_Number] ,
                            [Source_Document_Line_Num] ,
                            [RELEASEBYDATE] ,
                            [Released_Date] ,
                            [Purchase_IV_Item_Taxable] ,
                            [Purchase_Item_Tax_Schedu] ,
                            [Purchase_Site_Tax_Schedu] ,
                            [PURCHSITETXSCHSRC] ,
                            [BSIVCTTL] ,
                            [TAXAMNT] ,
                            [ORTAXAMT] ,
                            [BCKTXAMT] ,
                            [OBTAXAMT] ,
                            [Landed_Cost_Group_ID] ,
                            [SHIPMTHD] ,
                            [LineNumber] ,
                            [ORIGPRMDATE] ,
                            [FSTRCPTDT] ,
                            [LSTRCPTDT] ,
                            [RELEASE] ,
                            [ADRSCODE] ,
                            [CMPNYNAM] ,
                            [CONTACT] ,
                            [ADDRESS1] ,
                            [ADDRESS2] ,
                            [ADDRESS3] ,
                            [CITY] ,
                            [STATE] ,
                            [ZIPCODE] ,
                            [CCode] ,
                            [COUNTRY] ,
                            [PHONE1] ,
                            [PHONE2] ,
                            [PHONE3] ,
                            [FAX] ,
                            [ADDRSOURCE]
                   FROM     POP10110
                   UNION ALL
                   SELECT   [PONUMBER] ,
                            [ORD] ,
                            [POLNESTA] ,
                            [POTYPE] ,
                            [ITEMNMBR] ,
                            [ITEMDESC] ,
                            [VENDORID] ,
                            [VNDITNUM] ,
                            [VNDITDSC] ,
                            [NONINVEN] ,
                            [LOCNCODE] ,
                            [UOFM] ,
                            [UMQTYINB] ,
                            [QTYORDER] ,
                            [QTYCANCE] ,
                            [UNITCOST] ,
                            [EXTDCOST] ,
                            [INVINDX] ,
                            [REQDATE] ,
                            [PRMDATE] ,
                            [PRMSHPDTE] ,
                            [REQSTDBY] ,
                            [COMMNTID] ,
                            [DOCTYPE] ,
                            [POLNEARY_1] ,
                            [POLNEARY_2] ,
                            [POLNEARY_3] ,
                            [POLNEARY_4] ,
                            [POLNEARY_5] ,
                            [POLNEARY_6] ,
                            [POLNEARY_7] ,
                            [POLNEARY_8] ,
                            [POLNEARY_9] ,
                            [DECPLCUR] ,
                            [DECPLQTY] ,
                            [ITMTRKOP] ,
                            [VCTNMTHD] ,
                            [BRKFLD1] ,
                            [JOBNUMBR] ,
                            [COSTCODE] ,
                            [COSTTYPE] ,
                            [ORUNTCST] ,
                            [OREXTCST] ,
                            [LINEORIGIN] ,
                            [FREEONBOARD] ,
                            [ODECPLCU] ,
                            [Product_Indicator] ,
                            [Source_Document_Number] ,
                            [Source_Document_Line_Num] ,
                            [RELEASEBYDATE] ,
                            [Released_Date] ,
                            [Purchase_IV_Item_Taxable] ,
                            [Purchase_Item_Tax_Schedu] ,
                            [Purchase_Site_Tax_Schedu] ,
                            [PURCHSITETXSCHSRC] ,
                            [BSIVCTTL] ,
                            [TAXAMNT] ,
                            [ORTAXAMT] ,
                            [BCKTXAMT] ,
                            [OBTAXAMT] ,
                            [Landed_Cost_Group_ID] ,
                            [SHIPMTHD] ,
                            [LineNumber] ,
                            [ORIGPRMDATE] ,
                            [FSTRCPTDT] ,
                            [LSTRCPTDT] ,
                            [RELEASE] ,
                            [ADRSCODE] ,
                            [CMPNYNAM] ,
                            [CONTACT] ,
                            [ADDRESS1] ,
                            [ADDRESS2] ,
                            [ADDRESS3] ,
                            [CITY] ,
                            [STATE] ,
                            [ZIPCODE] ,
                            [CCode] ,
                            [COUNTRY] ,
                            [PHONE1] ,
                            [PHONE2] ,
                            [PHONE3] ,
                            [FAX] ,
                            [ADDRSOURCE]
                   FROM     POP30110
                 )
    SELECT  a.POPIVCNO ,
            a.IVCLINNO ,
            a.POPRCTNM ,
            a.RCPTLNNM ,
            b.VENDORID ,
            b.VENDNAME ,
            b.VNDDOCNM AS [Invoice No] ,
            b.receiptdate AS [Invoice Date] ,
            f.Released_Date ,
            DATEDIFF(day, f.Released_Date, c.receiptdate) AS Lead_Time ,
            f.PONUMBER ,
            c.VNDDOCNM AS [Bill of Lading] ,
            c.receiptdate AS [Date Received] ,
            d.ITEMNMBR ,
            d.ITEMDESC ,
            d.VNDITNUM ,
            d.VNDITDSC ,
            a.QTYINVCD ,
            e.QTYSHPPD ,
            e.QTYREJ ,
            f.UNITCOST
    FROM    POP10600 a
            INNER JOIN POP30300 b ON a.POPIVCNO = b.POPRCTNM
            INNER JOIN POP30300 c ON a.POPRCTNM = c.POPRCTNM
            INNER JOIN POP30310 d ON a.POPRCTNM = d.POPRCTNM
                                     AND a.RCPTLNNM = d.RCPTLNNM
            INNER JOIN CTE f ON d.PONUMBER = f.PONUMBER
                                AND d.RCPTLNNM = f.ORD
            INNER JOIN POP10500 e ON a.POPRCTNM = e.POPRCTNM
                                     AND a.RCPTLNNM = e.RCPTLNNM

Next I imported the data into my Power BI Desktop pbix file, and created DAX measures for Total Lead Time, Total purchasing Unit Cost, Average Lead Time, Average Purchasing Unit Cost and Lead Time Weekly Moving Average. The end result is the Power BI report below that compares:

  • Item Current Cost vs. Average Purchasing Unit Cost and order detailed costs
  • Average Lead Time vs. per order lead times

clip_image002

Future Dashboard developments

In the coming months, I plan additional Power BI reports associated with my Dynamics GP data. The report will include an updated inventory procurement analysis using the lead time analysis from this post and sales forecasts

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What happened to all of my GP OLE Notes?

During the migration of OLE Notes to the GP 2013 and above to the document attach functionality not all OLE Notes will get migrated through the Migration tool. After the GP OLE Notes migration tool has completed you will see a screen detailing the process and the number of unsuccessfully extracted notes. Through research from other GP OLE Notes blog, I was able to piece together a manual process to identify, extract and then attach the document within GP to the appropriate record.

GP OLE Notes 002

The Manual Process

Part One – Identifying the Record the OLE Note is associated with

All OLE Notes that weren’t successfully extracted by Microsoft’s migration utility will remain in the original extraction path.

1. To create a list of the files within the folder follow the directions in this Microsoft KB https://support.microsoft.com/en-us/kb/196158. After that I created an Admin database in SSMS on the SQL server and then imported the results within the txt file to a table called OLENotes_Missing.

2. I ran the following SQL script in SSMS to find all missing OLE Note names and associated Note Indexes and convert the HEX Note name.

SELECT NoteINDEX, DATE1, HEX_REMOVE as [OLENote Name]

FROM [ADMIN].[dbo].[OLENotes_Missing]

Order By DATE1 DESC

3. Take the Note Index from first SQL Script and run below SQL script in SSMS to find associated tables. Replace Note Index searching for into yellow highlighted area.

USE [<Production Database>]

DECLARE @noteindx nvarchar(20)

DECLARE @tablename nvarchar(20)

DECLARE @sqlstring nvarchar(MAX)

DECLARE @param nvarchar(100)

DECLARE @print nvarchar(100)

SET @noteindx = ‘9708539’ –Change to note index that you would like to find

DECLARE notecursor CURSOR FOR

SELECT c.TABLE_NAME FROM INFORMATION_SCHEMA.COLUMNS c

LEFT OUTER JOIN INFORMATION_SCHEMA.TABLES t ON t.TABLE_NAME = c.TABLE_NAME

WHERE c.COLUMN_NAME = ‘NOTEINDX’ AND t.TABLE_TYPE = ‘BASE TABLE’

OPEN notecursor

FETCH NEXT FROM notecursor INTO @tablename

SET @sqlstring = N’SELECT ”’ + @tablename + ”’ AS TableName, NOTEINDX, DEX_ROW_ID FROM ‘ + @tablename + ‘ WHERE NOTEINDX = ‘ + @noteindx + CHAR(13);

WHILE @@FETCH_STATUS = 0

BEGIN

SET @sqlstring += N’ UNION SELECT ”’ + @tablename + ”’ AS TableName, NOTEINDX, DEX_ROW_ID FROM ‘ + @tablename + ‘ WHERE NOTEINDX = ‘ + @noteindx + CHAR(13);

FETCH NEXT FROM notecursor INTO @tablename

END

CLOSE notecursor

DEALLOCATE notecursor

EXEC(@sqlstring)

4. Output from above script will look like below.

GP OLE Notes 004

5. Disregard TableName SY03900 and substitute the other TableName and DEX_ROW_ID into SQL script below and execute in SSMS. This will give you the record that the OLE Notes document will need to be attached to.

SELECT * from SVC00600 WHERE DEX_ROW_ID = 51259

GP OLE Notes 006

PART 2 – Document Extraction and Attachment

Using 7Zip you can manually extract the contains of the file.

1. Open 7Zip and navigate to original OLE Note extraction location.

2. Find Note Name you wish to open and then drill down into Embedding folder(s)

GP OLE Notes 008

3. Open CONTENTS file with Internet Explorer

GP OLE Notes 010

4. Print output to PDF

GP OLE Notes 012

5. Log into GP and find the record from SQL script from step 5 of Part 1 and then attached record using document attach functionality. Follow Steps 1 through 3.

GP OLE Notes

A very manual process, but worth the time if you need the documents within your GP system.