Vendor Rating Management#

General#

Vendor Rating Management is used to classify as well as categorize the vendor records based on clear specifications.

The vendor rating supports you in this regard in order to evaluate important vendor requirements.

You can define the following requirements:

• Audits
• On-time delivery
• Quantity fidelity
• Freely definable rating types

Setup#

Before you can rate your vendors, you must prepare the system for this purpose. This chapter describes and explains the necessary steps for setup.

Vendor Rating Setup#

The basic setup for the vendor rating is done in the "Vendor Rating Setup". To do this, first call this up via the user search.

The Rating Reference Date field is used to specify which date is to be used to determine the date fidelity. The following options are available for selection:

Promised Receipt Date
Indicates the date when the vendor has agreed to deliver the items of the order line.

Expected Receipt Date
Expected Receipt Date = Planned date of goods receipt + Savingallowanceprocurement date + Receiving date Stock cycle
time = Expected goods receipt date

Planned Receipt Date
Planned Receipt Date = purchase order date + vendor procurement time

In the Audit Nos. field, enter the number series for the audits.

Rating Types#

The system allows you to create different types of ratings. The system distinguishes between manual criteria and system criteria. The system criteria are the criteria of adherence to deadlines, quantity and quality.

For each Rating Type it is possible to store Rating Values. To do this, select the desired rating type and call up the Rating Values via the action bar.

Rating points can be stored for each vendor rating. To do this, select the desired vendor rating and call up the "Rating points" via the action bar.

Rating Templates#

With the help of the rating templates you can comfortably evaluate your vendors according to the same criteria. For this purpose, it is first necessary that you define the rating templates.

Call up the "Rating Templates" via the user search. You can create a new rating template via "New" in the action bar. The individual fields are explained in more detail below:

FastTab General#

FastTab Rating Types#

In the Rating types info tab, you can include as many valuation types as you want for the respective valuation template. The individual fields are explained in more detail below:

FastTab Classification#

Vendor Group Ratings#

With the help of the vendor group you can group your vendors and, if necessary, set separate points for them for the ratings.

To do this, call up the "Vendor Group Ratings" via the user search. Via "New" in the action bar you can define a new vendor group with the help of the table below.

After creating one or more vendor rating group(s), it is possible to assign them on the corresponding vendor card, in the "Vendor Rating" info tab using the "Vendor Group Code" field.  

Item Group Rating#

With the help of the item group, you can group your items and if necessary, set separate points for them, for the ratings.

To do this, call up the "Item Group Ratings" via the user search. Via "New" in the action bar you can define a new item group with the help of the table below.

After creating one or more item rating group(s), it is possible to assign them on the corresponding item card, in the "Vendor Rating" info tab using the "Item Group Code" field.

Audit Questions#

Audit questions can be created to record the audits in a structured manner. To do this, first call up the "Audit Questions" via the user search.

Using the action "New" you can create a new audit question using the table below.

More detailed instructions for the respective question can be stored via the action "Handling Instruction". These instructions are automatically transferred to the audit templates or audits and can be used to clarify the questioning to be carried out.

Audit Template#

With the help of the audit templates you can prepare your audits for the initial vendor rating or for requalification.

To do this, call up the "Audit Templates" via the user search. You can create a new audit template using action "New". The fields of the audit template are explained in more detail below.

FastTab General#

FastTab Lines#

More detailed instructions for the respective question can be stored via the action Process > Handling Instruction. These instructions are automatically transferred to the audits and can be used to clarify the questioning to be carried out.

Report Selection - Vendor Rating#

Numerous reports are available for vendor rating: * Delivery rate rating * Vendor Rating List * Vendor Rating * Finished audits * Audit

Before use, the report selection must be initialized once. To do this, call up the "Report Selection - Vendor Rating" via the user search. With the help of the "Initialize" button you can initialize the reports. Initialization automatically sets the reports in the report selection.

Item Card#

FastTab Vendor Rating#

On the item card, the following vendor rating facilities can be made in the "Vendor Rating" info tab:

Vendor Card#

FastTab Vendor Rating#

On the vendor card, the following vendor rating setup can be made in the "Vendor Rating" info tab:

Furthermore, the last determined vendor rating is displayed. You can find further information on this in the section "Creating the Vendor Rating".

Vendor Rating#

Automatic Vendor Rating#

The automatic vendor rating refers to the rating criteria quantity, deadline and quality. During the booking process of the purchase order, the system automatically creates the registrations for the rating criteria quantity, adherence to delivery dates and quality.

Manual Vendor Rating#

Manual rating is used to record "soft" rating criteria, such as communication, and incorporate them into the vendor rating. In addition to the automatic creation of rating criteria, users can enter and register manual criteria in all purchasing-relevant documents. These purchasing-relevant documents are:

• Purchase Quote
• Purchase Order
• Purchase Invoice
• Purchase Return Order
• Purchase Credit Memo
• Warehouse Receipt

The call is identically integrated. For this you mark the desired line and call yourself over the info register Line in the menu selection Line the menu option Manual rating.

Alternatively, you can create a manual vendor rating directly via the respective vendor card. To do this, call up Action > Vendor rating > Manual rating via the action bar.

A manual rating contains the following information:

In the manual rating worksheet, multiple ratings can be entered at the same time.

In order to generate vendor rating entries based on the manual ratings, the manual ratings must be posted. To do this, the posting function is called up in the manual rating worksheet via the Actions > Post manual rating action. After executing this action, the system will acknowledge the posting with a corresponding message. Subsequently, the Manual rating entries section of the worksheet displays the created vendor rating entries.

The Manual Rating Worksheet also provides the option to cancel a vendor rating entry from a manual rating. To do this, go to the Manual rating entries section and select the menu item Manage > Cancel Manual Rating. This action calls up the worksheet for reversing vendor rating entries. For details please refer to the section Cancelation of Vendor Rating Entries.

Vendor Rating Entries#

The table Vendor Rating Entries is the central place for the rating of the vendor rating. The results of the automatic as well as manual registration are stored here.

Action Source Document#

The source document can be displayed for a vendor rating entry. The source document is the document that caused the vendor rating entry. This includes both manual ratings and ratings created by the system (quantity, date).

Action Reference Document#

A vendor rating entry can refer to a reference document. A reference document is understood here to be a purchase order or a purchase return order, since these documents form a link to other linked documents, such as goods receipts, deliveries, invoices, returns, and credit memos. This means that if a vendor rating was entered for a posted purchase delivery, for example, the posted purchase delivery is entered in the entry as the source document and the purchase order on the basis of which the delivery was created is entered as the reference document.

Action Undo rating entries#

Vendor rating entries can be canceled. For this purpose, the action Undo rating entries is used in the list of vendor rating entries. If the action is called, the selected vendor rating entries are displayed in a separate page "Undo Rating Entries". Details on this can be found in the section Cancelation of Vendor Rating Entries.  

Cancelation of Vendor Rating Entries#

Vendor rating entries can also be canceled. This is possible regardless of whether the items were generated automatically by a system posting or manually. Canceled vendor rating items are not taken into account when evaluating a vendor.

Vendor rating entries can be canceled in the following ways:

Automatically when canceling a purchasing delivery:
When a posted purchasing delivery is canceled, the vendor rating entries for the corresponding items are also automatically canceled. No further user interaction is required here.

From the Manual Rating Worksheet:
In the worksheet for manual rating, the function for canceling the created vendor rating entries can be called up directly. To do this, in the Manual rating entries area, the Manage > Undo manual rating action is called up. The worksheet for canceling vendor rating entries is called up for the user with the selected items. Here the user can cancel the selected entries by specifying a cancelation description.

Directly from the list of vendor rating entries:
. The reversal functionality for vendor rating entries can also be called up in the list of vendor rating entries. To do this, the corresponding entries to be canceled are selected in the list and then the worksheet for canceling vendor rating entries is called up via the Actions > Undo rating entries action. Here, the user can cancel the selected items by specifying a cancelation description.

In the worksheet for canceling vendor rating entries, a reason for the cancelation must be entered in the Undo Description field. Without this reason, the cancelation cannot be carried out. Then, the Undo Rating Entries action is used to cancel the vendor rating entries.

After a vendor rating entry has been canceled, the following fields are filled in the items:

Correction:
A check mark is placed in this field to indicate that the entry has been canceled.

Correction Date:
This field is used to set the date that the entry was canceled.

Correction User:
This field displays the user who performed the reversal.

Correction Description:
This field displays the reason for the cancelation.

Vendor rating entries in purchasing documents#

In addition to displaying the vendor rating entries per vendor, you can also display the vendor rating entries for the respective purchasing documents. This applies to both open and posted as well as archived documents. For this purpose, there is the action Vendor Rating Entries in the respective document lines.

By executing the action Vendor Rating Entries, the entries are displayed for the respective line for which the line item was stored as Source document.

Exceptions to this are purchase orders and purchase complaints. Since these documents form a bracket for further purchase documents like e.g. purchase deliveries, purchase invoices. Therefore, the following options are available for displaying the vendor rating entries for these documents:

Document Rating Entries
Vendor rating entries that are directly assigned to the document are referred to as "document rating entries". Direct assignment can be identified by the fact that the document is entered as the originating document in the vendor rating entries.

Related Rating Entries
Related Rating Entries are vendor rating entries that are not directly assigned to the corresponding purchase order / purchase return order, but have a reference to the corresponding purchase order / purchase return order as a reference document. An example of this would be the vendor rating entries for quantity and date, which are assigned to a posted purchasing shipment as an source document, but contain the associated purchase order as a reference document. As a result, these entries can also be viewed in the corresponding purchase order as Related Rating Entries.

Audit#

Record Audit#

By means of audits, you can check and evaluate processes, requirements and guidelines using general investigation procedures. This is a frequently used investigation procedure, especially in the context of quality management. You can record, evaluate and document audits for your vendors and use them as evidence. The rating of the audits is a possible key figure of the vendor rating.

Call up the "Audits" via the user search. Via "New" in the action bar you can create a new audit. Alternatively, you can enter an audit directly via the vendor card using the action Vendor Rating > Audits.

The fields of the audit card are explained in more detail below:

FastTab General#

FastTab Lines#

Via the action Process > Handling Instructions, more detailed instructions can be stored for the respective question. These instructions can be used to clarify the questioning to be carried out.

If longer answers are to be assigned to a question for which the "Comment" field is not sufficient, these can be entered via the Process > Audit Note action.

Actions#

Change Status#

You can call the action "Change Status" in order to change the status of the current audit. As the field "Status" itself is not editable, you need to use this action instead. The following options are available: * New
This status indicates that the audit has just been recreated. * Planned
You can set this status if an audit capture or assessment is imminent. * In Process
This status indicates that the audit is currently being performed or is in progress. * Ends
You set this status after the audit has been completed. As soon as an audit has the status "Finished", the audit is not displayed in the audit overview, but in the audit archive list.

Set template#

The action "Set template" is available via the action bar. This allows you to add already created audit templates to the audit, so that the questions defined in the template are set for the current audit.

Print#

You can print the audit questionnaire using the "Print" action.

You can either forward this printout to your vendors with a request for a response or use it yourself during the audit. Due to this, neither the rating number nor the remarks are displayed in this printout.

Audit Archives#

Audits with the status "Finished" are kept in the audit archive list. Alternatively, you can access the archived audits directly from the respective vendor card via the action Related > Vendor Rating > Archived Audits.  

Preparation of the Vendor Rating#

You can carry out vendor ratings on the one hand via the vendor card using the action Actions > Vendor Rating > Vendor Rating and on the other hand via the general call using the user search. Thereby it is distinguished that with the call from the vendor card, the filtering is already set on the respective vendor.

The filter criteria of the vendor rating mask are explained in more detail below:

You can call up the created vendor ratings afterwards either via the general call Vendor Ratings via the user search or via the vendor card via the action bar Related > Vendor Rating > Vendor Ratings.

The individual fields of the vendor ratings list are explained below:

Vendor Card#

The last determined vendor rating is displayed on the FastTab "Vendor Rating" of the vendor card.

API Communication#

Microsoft Dynamics 365 Business Central on-premises and online expose an API that makes it possible to integrate with other services. To enable integration with these APIs, you must go through a few steps to enable the access first. For more information about these steps, see Enabling APIs for Dynamics 365 Business Central.

KUMAVISION Vendor Rating Management adds several endpoint towards the standard API in order to enable integration to vendor rating management, too.

API Resources#

• Rating
• Rating Type
• Rating Entry
• Audit Template
• Audit Template Line
• Audit
• Audit Line
• Archived Audit
• Archived Audit Line