As businesses of all sizes settle in to the new year, leaders often pull reports on annual spend data to create new budgets and plan ahead. This common need prompted our customers to ask for procurement analytics, which is why we built Spend Visibility.
Spend Visibility, powered by Amazon QuickSight, is a tool available for Business Prime customers. You can fine tune policies to manage future spend by gaining procurement insights by department, category, supplier and month. With Business Prime you have up to two authors and five readers included, with the ability to purchase additional users. It is accessed from the Business Analytics section.
In addition to helping you reflect on last year’s spending, Spend Visibility also helps to plan future goals and budgets. In this article, we will share instructions on how to set up a year-end summary dashboard. While both Spend Visibility authors and readers can view a dashboard and filter data as needed, only the author users will be able to create custom dashboards. These custom dashboards can then be shared with all Spend Visibility users in your organization. Once you have the Spend Visibility author role, you will be able to follow along the rest of the instructions in this article.
Four steps to building your year-end procurement summary
Create analysis: In Spend Visibility, the editable version of a dashboard is called an ‘analysis.’ Let’s first create an analysis from the default procurement dashboard. Login to your Amazon Business account, go to Business Analytics and launch Spend Visibility by selecting the ‘see your spending’ link. Under the ‘dashboards’ tab, open procurement dashboard. Select the ‘save as’ button at the top right corner. We’ll name the analysis ‘Procurement Analysis.’
Add filter: Filters can be added to dashboards anytime for ad-hoc analysis. To add the same filters, e.g., for a weekly meeting, then you need to set filter options before creating the dashboard. Only those filters saved in the analysis before the dashboard is created are stored as part of the dashboard. Select filters on the left bar, click the plus icon, select ‘order date’ from the field list. Now, you see order date on the left panel. Select the order date to expand the filter options menu. Here we will set the date range. Set the start date to 2018-01-01 00:00 and the end date to 2019-01-31 23:59. Note: setting the end time 23:59 is important to include all orders placed on the last day of the range. Remember to check the boxes to include start date and end date in the range.
Customize: In this step you can make minor formatting changes including title, description and headers for each visual. Set the description at the top to 2018 year-end summary dashboard. Remove the text (TTM) from the header of each visual. TTM represents the trailing twelve months of data. Since you have modified the filters to include only the 2018 orders, the text TTM does not make sense for this dashboard. At this time, you can change color schemes, convert horizontal bar charts into vertical ones or we add more visuals. This menu offers further customization.
Publish dashboard: Now you are ready to publish. Select the publish button on the top right corner. Be sure to name your dashboard and remember to uncheck the ‘advanced filtering’ check box which hides the filter button from the final dashboard. This locks this dashboard filtered down to the 2018 orders. You should also uncheck the ‘allow CSV download of data’ check box that allows users to download the data within individual visuals into separate CSV files. Finally, select the publish button. All Spend Visibility users within your organization will have access to this new dashboard. Next time you update the procurement analysis, you can select the ‘replace an existing dashboard’ option.
Spend Visibility is an easy, self-service tool that empowers you to quickly create powerful dashboards. The total orders, spend and compliance information provides powerful planning insights. One of the most common actions is to select the top purchased items and create a policy to mark them as preferred for your organization. In this article, we saw how to build a custom year-end dashboard in four easy steps.