Departments

Acquisitions

Purpose

This procedure documents why and how we calculate and store vendor statistics in Galileo.

Overview

Vendor statistics are recalculated each year at the time of the fiscal close. They can be done any time after July 1 after June purchases have been posted. Christopher Center staff will perform this function and provide printouts to interested parties. Only annual vendor activity statistics will be stored in the Galileo vendor file. These statistics will always reflect vendor activity for the previous fiscal year.

Staff passworded to recalculate vendor statistics may use these procedures to recalculate vendor statistics if needed, as long as the recalculations are NOT copied and saved to the Galileo vendor file. Staff should also review the Sierra Guide before attempting this procedure.

Required Knowledge/Skills

Sierra Acquisitions, Sierra Create Lists, Sierra Statistics, Sierra Guide, appropriate Sierra authorizations.

Safety Issues/Precautions

N/A

Equipment/Supplies

Networked PC with Sierra and ability to print; password authorization for Create Lists, Run Statistical Reports, View Vendor Records, Vendor Statistics.

Procedure

Annual Recalculation

I. Preparation for Annual Recalculation

Make a list of order records created during the fiscal year.
Run a statistical report on the list.
1. Use the query “Order record analysis” which is set to run a field statistics report by the fastest accumulation. Check to make sure it is running against the correct list.
2. Leave the query name as is, but change the name of the report to “Order record analysis for vendor statistics.”
3. When you view the report, check the location and vendor codes to see if any have the value “none.” Check the retention field to see if any records are coded for deletion.
4. Make a list of records without appropriate location and vendor codes and correct.
5. Ask the Galileo Coordinator to delete any records coded for deletion.
For performance statistics, make Boolean lists of the order records created between 7/1/YY and 6/30/YY.

II. Recalculate Performance Statistics for Vendors

Go to Vendor Statistics Mode in Sierra Acquisitions.
Choose the FY review file and select Performance.
Enter fiscal year date range.
Click on “Exclude serials.”
Click Start to generate reports.
Select each tab and print all tables. ("Print" to email to get electronic copy and save to the shared drive in the Acquisitions Statistics folder. Older printouts are located in the Vendor Statistics Binder stored in Acquisitions.)
Return to Create lists and delete the list you just used.
Create list of all order records, all years.

III. Recalculate Activity Statistics for All Vendors

Go to Vendor Statistics Mode in Sierra Acquisitions.
Choose the review file that includes records for all years and select Activity.
Enter fiscal year date range.
Include serials.
Click Start to generate reports.
Again, print tables from all tabs.
Select Reset All Vendors.
Click Copy to Vendors to save report on Galileo.
Return to Create lists and delete the list you just used.

Recalculation at any other time of the year
IV. To Recalculate Statistics for a Specific Vendor (optional). This is the procedure for recalculating statistics anytime during the year.

Make a Boolean list of order records associated with the vendor.
Check list for order type codes. Correct any without.
For performance statistics, follow II. above.
For activity statistics, follow III, 1-4 above, except do NOT select Reset All Vendors or Copy to Vendors.

V. To View Vendor Activity Statistics for an Individual vendor.

Go to Vendors mode.
Type in the name or the code of the vendor. Select View.
The activity statistics for the past fiscal year are stored in the fixed fields of the vendor record.

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