Implementing Best Practices

Objectives

After completing this lesson, you will be able to:

  • Implement best practices for reporting in SAP Ariba Procurement

Frequency of Reporting

The frequency with which reports are generated and reviewed plays a crucial role in the effectiveness of a procurement strategy. The right frequency ensures that you are working with the most current data, allowing for timely decision-making. The frequency should align with the organization's goals and the specific metrics being monitored.​

​Balance is key! Too frequent reporting can be overwhelming, while too infrequent can lead to outdated information.

Establishing Frequency

Daily reports: These might include critical approval delays or urgent compliance issues.

​​Weekly/Monthly reports: These could focus on ongoing procurement activities like spend analysis or supplier performance.

Data Validation

Data validation is a critical step in the reporting process. Incorrect or incomplete data can lead to flawed insights and poor decision-making. Ensuring the accuracy, consistency, and completeness of the data is crucial.​

​SAP Ariba offers various features that can be used to implement data validation rules which may reduce the amount of manual validation needed.

Methods for Data Validation

Automated checks:

SAP Ariba provides features for automated data validation including (but not limited to):​

​Catalog validation rules:

Catalog validation rules are sets of conditions that ensure the items in a catalog meet specific criteria, such as price limits or supplier qualifications.​

After running catalog usage reports, you can apply these rules to filter out non-compliant items, ensuring that only validated items are considered in future procurement decisions.​

Catalog validation rules:

Receiving types define how goods or services are received and verified upon delivery, such as through visual inspection, quantity count, or quality tests.​

By comparing receiving types with actual receiving reports, you can identify discrepancies and improve the accuracy of your receiving and payment data.​

Approval rules:

Approval rules specify the conditions under which a purchase requisition or order must be approved, such as spending thresholds or departmental authorizations.​

After running approval reports, you can refine these rules to eliminate bottlenecks and ensure that only validated transactions proceed to the approval stage.​

Manual checks:

Periodic manual reviews should complement automated checks to ensure data integrity. Running key reports can help to address any glaring issues that may be missed through automated checks and validation.

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