Vendor Rating Management#
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:
- On-time delivery
- Quantity fidelity
- Freely definable rating types
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.
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.
|Rating Group||The field is responsible for setting the system criteria.
Choose from these options:
for manual criteria
for the system criterion adherence to delivery dates
for the system criterion set fidelity
for the system criterion quality
(Please note, the Quality assessment is only possible in conjunction with the Module Management (QM)).
for the recording of audits
Please note that it is mandatory to set up an assessment type "Audit" Art=Audit to record an audit.
You cannot store a rating or rating points for this rating type.
This rating type is only used to ensure that an rating item is created by the system in the event of a completed audit.
|Description||Description of the rating type|
|Value Type||In this field you specify whether you want to define absolute or percentage values.
Please note that the field "Value Type" is linked to conditions. For example, absolute values must always be entered for Type=Date and percentage values for Type=Quantity. Otherwise a hint message will be issued by the system.
|Status||Indicates the status of the rating type. The following are available for selection:
• In development
Please note that only the assessment types with the status "Certified" can be used in the processes.
|Rating Values Exists||Indicates whether ratings of the rating type are stored.|
|Rating Points Exist||Indicates whether ratings points of the rating type are stored.|
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 Type Code||The rating type code is preset by the system according to the respective rating type.|
|Code||Specifies the abbreviation of the vendor rating.|
|Description||Specifies the description of the vendor rating.|
|Quantity||Specifies the quantity that is valid for vendor rating in the subsequent processes with respect to the rating reference date that has been set up.|
|Points||Indicates the score allocation for the respective vendor rating.
When the points are entered, the system automatically creates a row for the points allocation in the "Rating points" table.
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 Type Code||The rating type code is preset by the system according to the respective rating type.|
|Rating Code||The rating code is preset by the system according to the respective vendor rating type.|
|Vendor Group Code||If for certain vendor groups the allocation of points should be different (higher or lower) from the standard allocation, the vendor group can be assigned in this field.
Please note that a separate line must be entered for the applicable vendor group with the appropriate point allocation.
|Item Group Code||If for certain item groups the points allocation should differ (higher or lower) from the standard allocation, the item group can be assigned in this field.
Please note that a separate line must be entered for the applicable item group with the corresponding point allocation.
|Starting Date||Specifies the date from which on the record should be valid.|
|Points||Specifies the number of points for the rating.|
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:
|Code||Assignment of a unique rating template code|
|Description||Description of the rating template|
|Status||Indicates the status of the rating template. The following values are available for selection:
• Under Development
Please note that only the records with the status "Certified" can be used in the processes.
|Total weight||Displays the sum of the weights from the rows of the evaluation template.|
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:
|Sequence no.||The "Sequence No." field specifies the sequence of the rating types in the later process. This means that it defines the order in which the individual rating types are displayed in the rating template and later in the rating. This sequence can be structured individually.|
|Rating type code||In the fields "Rating type code" the corresponding valuation types for the valuation template are assigned.|
|Description||Specifies the description of the assigned rating types.|
|Weighting||Indicates the weighting of the respective rating type.
Please note that the total weighting of all rating types must = 100.
|Standard points||Specifies the possible standard points to be included as a lump sum for the rating. This means that if there are no rating entries for the vendor and the rating type at the time of a valuation, the standard points will be included in the rating as a lump sum.
Please note that in case of a standard point allocation, there are no rating entries for the respective vendor and the rating type in the system.
|A-H Classification Points||Determination of the respective classifications. In the respective fields you define from how many points the respective classification should apply.
Please note that at least the determination of the points for classification A must be made. All other classifications can, but do not have to be specified.
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.
|Code||Assignment of a unique vendor rating group code|
|Description||Description of the vendor rating group|
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.
|Code||Assignment of a unique item rating group identifier|
|Description||Description of the item rating group|
Then the item rating group can be assigned on the corresponding item card, on the "Vendor rating" info tab in the "Item group code" field.
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.
|Code||Assignment of a unique audit question identifier|
|Description||Description of the audit question|
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.
The respective concrete audit of a supplier can be compiled via the audit templates.
To do this, call up the "Audit templates" via the user search. Via the action "New" you can create a new audit template. The fields of the audit template are explained in more detail below:
|No.||Assignment of a unique audit template identifier|
|Description||Audit Template Description|
|Status||Indicates the status of the audit template. You can choose from the following:
• Under Development
Please note that only the audit templates with the status "Certified" can be used in the processes.
To edit an existing audit template, the status must be set to "Under Development".
|Question code||Specifies the question code (audit question)|
|Description||Description of the question code (audit question)|
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.
FastTab Vendor Rating#
On the item card, the following vendor rating facilities can be made in the "Vendor Rating" info tab:
|Item Group Code||Selection of an item group.|
|Exclude from Rating||Activate the check box if the item should not be recognized in vendor rating scenarios.|
FastTab Vendor Rating#
On the vendor card, the following vendor rating setup can be made in the "Vendor Rating" info tab:
|Vendor Group Code||Selection of a vendor rating group|
|Exclude from Rating||Activate the check box if the vendor should not be recognized in vendor rating scenarios.|
Furthermore, the last determined vendor rating is displayed. You can find further information on this in the section "Creating the 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.
Please note, for the automatic rating of quality the separate module "QM - Quality Management" of KUMAVISION AG is required. This is not included in the scope of this module!
Manual Vendor Rating#
Manual evaluation is used to record "soft" evaluation criteria, such as communication, and to include them in the supplier evaluation. In addition to the automatic evaluation for the evaluation criteria quantity, deadline and quality, you can evaluate 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:
|Rating Type Code||Select rating type (rating criterion)|
|Rating Type Description||Indicates the description of the selected rating type|
|Rating Code||Selection of a corresponding rating code for the selected rating type|
|Rating Description||Gives the description of the selected rating code|
|Rating Points||Gives the rating points for the selected rating characteristic|
|Posting Date||Indicates the date on which the manual rating is posted|
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.
|Entry No.||Shows the Entry No. that the application has given to the entry.
Each vendor rating entry has a unique entry number. When posting, a number is automatically assigned to each entry.
|Vendor No.||Specifies the vendor number of the transaction.
The field is automatically transferred from the purchase order during the registration of the entry using the field Vendor number.
|Type||Displays the type of order line.
The following options are available:
the line contains a G/L Account.
the line contains an item.
the line contains an resource.
the line contains an fixed asset.
The line contains an item assigned charge
The line contains a work center.
|No.||Indicates the number of the respective species.|
|Description||Specifies the description of the item, defined by the "No." field.|
|Vendor Group Code||Specifies the assigned vendor group. The field is filled in automatically when the entry is registered.|
|Item Group Code||Indicates the assigned item group. The field is filled in automatically when the entry is registered based on the deposit of the item.|
|Posting Date||Specifies the date on which the associated document was posted.|
|Document Date||Indicates the date when the related document was created.|
|Rating Group||Specifies the rating group.|
|Rating Type Code||Specifies the description of the assigned rating type.|
|Rating Type Description||Indicates the assigned rating type of the entry. The field is filled in automatically when the entry is registered based on the deposit of the item.|
|Rating Code||Specifies the assigned assessment code. In the case of automatic assessments, the assignment is made by the system; in the case of manual entry, it corresponds to the manually entered assessment code.|
|Rating Description||Indicates the description of the rating points.|
|Rating Points||Indicates the number of rating points.|
|Quantity Target||Specifies the original quantity of the order line.|
|Quantity Actual||Specifies the delivery quantity of the order line.|
|Quantity Delta||Indicates the difference between the original quantity and the delivery quantity of the respective order line.|
|Quantity Delta Percent||Indicates the percentage difference between the original quantity and the delivery quantity of the respective order line.|
|Rating Reference Date||Indicates the valuation reference date when the item was valued.|
|Promised Receipt Date||Indicates the date when the vendor agreed to deliver the order. This field is filled based on the respective order line.|
|Expected Receipt Date||Indicates the date when the item is expected to be available in the warehouse. This field is filled based on the respective order line.|
|Planned Receipt Date||Specifies the date when the item should arrive at the warehouse. This field is filled based on the respective order line.|
|Date Delta in Days||The delta in days between the valuation reference date and the actual delivery date is displayed here.|
|Source Type||This is an internally used field. It indicates by which system table the entry was created.|
|Source ID||This is an internally used field. It outputs the number of the table record that caused the entry.|
|Source Ref. No.||This is an internally used field. If necessary, the row number of the record of a table on the basis of which this entry was created is displayed here.|
|Source System ID||This is an internally used field. The unique system ID of the record in the table of the corresponding origin document is recorded here.|
|Source Info||This field records a description of which origin document was used to create the vendor rating entry.|
|Source Purchase Doc. Type||This field is only relevant for purchasing documents. In this field the purchasing document type of the origin document is defined.|
|Reference Type||Here it is the open document (purchase order) while the origin type then refers to the delivery.|
|Reference ID||Here it is the open document (purchase order) while the origin type then refers to the delivery.|
|Reference Ref. No.||Here it is the open document (purchase order) while the origin type then refers to the delivery.|
|Reference System ID||This is an internally used field. The unique system ID of the record in the table of the corresponding origin document is recorded here.|
|Reference Info||This field records a description of which reference document the vendor rating entry was created from.|
|Reference Purchase Doc. Type||This field is only relevant for purchasing documents. In this field the purchasing document type of the reference document is defined.|
|Correction||A check mark in this field indicates that the item has been cancelled. This may occur in the case of a delivery cancellation or a cancellation of the vendor rating item. See the Vendor Rating Item Cancellation section for details.|
|Correction Date||This field indicates the date on which the vendor rating entry was canceled.|
|Correction User||This field indicates by which user the vendor rating entry was canceled.|
|Correction Description||This field displays the comment that was stored when the entry was canceled.|
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:
A check mark is placed in this field to indicate that the entry has been canceled.
This field is used to set the date that the entry was canceled.
This field displays the user who performed the reversal.
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.
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:
|No.||The field is the unique identification of an audit. The number can be created using a series of numbers or manually.|
|Description||Enter the description of the audit in this field.|
|Vendor No.||Use a lookup to enter the vendor for which you want to record an audit in this field.|
|Audit Director||In this field, select the responsible auditor from the user table.|
|Audit Date||Enter the date of the audit in this field.|
|Status||In this field you can store the current status of the audit.
The following options are available:
This status indicates that the audit has just been recreated.
You can set this status if an audit capture or assessment is imminent.
This status indicates that the audit is currently being performed or is in process.
You set this status after the audit is complete.
|Completed At||This field is set automatically by the system. It indicates when the audit was completed.|
|Completed From||This field is set automatically by the system. It indicates by whom the audit was completed.|
|Achieved Assessment Number||This field is automatically calculated by the system based on the audit parts. The value is the audit result, which can be included in the vendor rating.|
|Max. Achievable Assessment No.||Indicates the possible maximum score that can be achieved in the audit. This field is automatically calculated by the system based on the audit parts.|
|Template No.||Specifies a audit template that should be used for default settings.|
|Question Code||In this field, select the previously set up question codes that you want to evaluate for this vendor during this audit.|
|Description||This field is pre-populated with the description of the question code.|
|Assessment Number||The Assessment Number is the result of the current audit line, i.e. the rating of the audit code.|
|Comment||In this field you can store additional remarks about the audit code and the associated rating.|
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.
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:
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.
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.
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.
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:
|Rating Date||The rating date is automatically preset by the system and always corresponds to the working date of the system.|
|Rating Template Code||This field specifies the rating template code for which you want to perform the vendor rating. This specification is mandatory.|
|Rating Template Description||Specifies the description of the selected rating template code.|
|Begin Rating Period||Specifies the start date of the considered rating period. This date can, but does not have to be set.|
|End Rating Period||Specifies the end date of the considered rating period. This date must be set and must not be greater than the rating date or the current work date.|
|Vendor Group Code Filter||In this field, a filter can be set for the vendor groups for the rating. If a filter is set here, it will be checked before the rating of a vendor whether this is assigned to a vendor group which corresponds to this filter. If this is not the case, the vendor will not be rated.|
|No.||Filter option on a specific vendor.|
|Purchaser Code||Filter option on a specific purchaser assigned to the vendors.|
|Responsibility Center||Filter option on a particular responsibility center.|
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:
|Entry No.||Shows the Entry No. that the application has given to the entry. Each vendor rating entry has a unique number. When posting, a number is automatically assigned to each entry.|
|Vendor No.||Specifies the associated vendor number.|
|Vendor Name||Specifies the associated vendor name.|
|Rating Date||Indicates the rating date when the vendor rating was created.|
|Rating Templates Code||Specifies the scoring template against which the vendor score was created.|
|Rating Templates Description||Specifies the description of the rating template.|
|Begin Rating Period||Specifies the start date of the considered rating period.|
|End Rating Period||Specifies the end date of the considered rating period.|
|Rating Points||Indicates the rating points obtained.|
|Rating Classification||Indicates the rating classification based on the rating points obtained.|
The last determined vendor rating is displayed on the FastTab "Vendor Rating" of the vendor card.
|Last Rating Entry No.||Indicates the Entry No. of the last rating entry created.|
|Last Rating Date||Indicates the rating date of the last rating.|
|Last Rating Template Code||Specifies the rating template code used to create the last vendor rating.|
|Last Rating Template Cescription||Specifies the description of the rating template code.|
|Begin Rating Period||Specifies the start date of the considered rating period of the last rating.|
|End Rating Period||Specifies the end date of the considered rating period of the last rating.|
|Rating Points||Indicates the number of achieved rating points of the last rating.|
|Rating Classification||Indicates the classification of the last rating.|
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.
For information about enabling APIs for Microsoft Dynamics 365 Business Central see Enabling the APIs for Dynamics 365 Business Central.