Search our Help.

BI Vision (pay-to-use module)

Follow

BI Vision is the first pay-to use BI sub-module. In this sub-module, users are able to cross-filter on different dimensions and select custom date ranges -- features not available in BI Foundation. This aims to help business owners to further analyze and monitor key KPIs across various departments of their business. 

Purchases and Suppliers

BI Vision Purchases provides you with 12 KPI tiles which you can access by following the "Explore more >" link under each KPI on the Foundation page or by simply select the Vision tab on the page. The data we display on these KPIs' are purchase order values (including cost), count, and average value per order per status. Under the Orders completed tile we also show the value (excluding costs) and the average order value excluding costs. (Note: If there are no or low costs recorded to orders then these values could be the same as the value and average displayed in the Completed PO Value tile.)

In addition to the easy date selection buttons, you can also select your own date range, similar to what we provide under BI Vision Sales and BI Vision Customers.

 

Underneath these KPI tiles, we have a timeline bar chart showing the selected measure and the quantity/number of units, depending on the KPI you selected above. (If the period selected is less than 3 months we show daily values. If the period is more than 3 months we show aggregated values per month.) 

The following dimensions are available to enable you to filter and cross filter on for the selected measures/KPI:

  • Order status (displaying the status of orders based on the measure and period selected)
  • Delivery status (The aim with this dimension is to show a delivery status, indicating if products are received on time, awaiting delivery, received late or outstanding. We use the Order date and receipted date or expected delivery date to determine if the order was late, on time, or still outstanding.)
  • Suppliers (Distinct list of suppliers)
  • Products
  • Product Groups
  • Purchase orders (Providing a list of purchase orders sorted on value, high to low, limited to the Top 25 POs.)
  • Warehouse
  • Return reasons
  • Supplier Return transactions (Providing a list of supplier return transactions sorted on value, high to low.)

With these KPIs and dimensions available you can easily answer the following purchase order related questions:

  • Who are my top suppliers I place orders with based on the value of the products purchased?
  • Who are my suppliers with the most Open orders and what it the current status of these open orders?
  • On average how long does it take to deliver orders and which supplier has the longest/shortest lead times? *
  • For a selected product who are my suppliers?
  • Which supplier has the most supplier returns and what was the reason (determine product quality)?

* Default Supplier lead times can be set per supplier so that when you create a new PO the number of days will be added by default to the PO as the required date.

 

Eg. creating a new PO for Berry Boutique by default will add 15 days to the order date. This Delivery Date can be changed manually. 

 

Inventory

Navigate to BI Vision Inventory page.

Similar to BI Foundation's Inventory page, this Inventory page shows stock-related KPIs. Values displayed on this page are based on the current stock values, easy date selection and custom date range selectors are not available.

KPIs displayed on this page are:

  • Stock on hand value,
  • Allocated stock value,
  • Available stock value,
  • Annual stock turns,
  • Average days to sell,
  • Cost of goods sold,
  • Open Purchase orders value,
  • Stock adjustments value,
  • Stock adjustments count and
  • Backorder value.

To further help you in understanding your current stock data, these KPIs are broken down into dimensions. Dimension values change depending on which KPI has been “selected” for a more detailed view.

The following dimensions are available for Inventory:

  • Stock Age (Stock are grouped by age using stock receipted date. 

  • Warehouse
  • Product Groups
  • and Products    

Below are images of the Inventory KPIs and dimensions - 

Products are grouped in Pentiles and different groupings are done based on your measure selected. A good example is when you select Annual stock turn KPI the Products dimension will be grouped like this:

Click on the blue label to select and drill into the relevant group of products this will result in a list of products in that group.
Hover over the bar chart to see the long description or click on the Grid view to see the list.

Easily export the data behind the visualization to a CSV file by clicking on the More Options icon and select EXPORT CSV

Selecting Average Days to sell KPI will provide a different grouping and an indication of the average days to sell per group (Select the label of the group you want to drill into.).
 

Production / Assemblies

Navigate to BI Vision Production.

BI Vision will provide you with the same 5 KPIs as Foundation plus 5 more, these 10 KPIs are related to Completed Assemblies for the period selected. You will have the same date selection buttons to select from plus an additional Custom Date range option where you can select your own From and To dates.

The following KPI change panel tiles are available:.

  1. Total Assembly Cost (The sum of the value of the assemblies plus any additional supplier costs for the period.)
  2. Completed Assemblies (Number of Assemblies completed for the period selected.)
  3. Avg. Cost per Assembly (For the period selected this is the average value per assembly. Supplier costs are included, which is not a component but can be added to each assembly.)
  4. Units Produced (Number of. units assembled)
  5. Avg. Cost per Unit (Units/sum of component values)
  6. On-time Assemblies (Calculating the average days between Assemble By Date and Assembly Date for all assemblies completed in the period to determine if assemblies were on average completed Early, On-time, or Late. If on average assemblies were done before the Assemble by date, then the number in days will display negative days on the timeline chart.)
  7. Cost of Wastage (Sum of the value of all wastage during assembly, using the quantity wastage captured on the assembly per component multiplied by each component value at the time of assembly.)
  8. Wastage as % of Assemblies (Value of waste / the cost of completed assemblies.  If no wastage then the message on the KPI will be “No data found”)
  9. Additional Supplier Costs (For the period selected this is the sum of any additional supplier costs added to the assemblies.)
  10. Total Net Assembly Cost (Excluding additional supplier costs)

With BI Vision a timeline area chart is visible, showing the selected KPI values for the current period and comparing it with the prior period. If the period selected is less than 100 days the graph will show aggregated daily values otherwise aggregated monthly values.

 

A dimension to cross filter on Assembly Types is available next to the timeline chart and allows you to filter on assembly types with options of Auto and Manual assemblies.
 
The next section of the page is divided into 2 columns, What we Produced/Assembled and what we Used/Components. 
 
The left side indicates the Products Assembled in the period selected, the Product Group of these assembled products and the Destination Warehouse of these products, the right side indicates the Components used (including additional supplier cost) with a dimension below to indicate the Product Groups for Components (Supplier Costs will be a Product Group on its own) and Source Warehouse of these components.
 
Note: Additional Supplier cost added to assemblies will be listed under Components Used, all grouped under the label "Supplier Costs"
 

With these KPIs and dimensions at your fingertips, you should be able to identify and answer questions such as:
  1. Over a selected or specified period, how many assemblies did we complete and what did it cost us?
  2. Which assembled product cost the most to assemble (should we rather consider buying these in from a Supplier?)
  3. Which of the Products had the most wastage during assemblies (Only if you specified wastage in your BOM and confirm it on Completion of your assembly.
  4. Which assemblies have the highest Supplier Cost?
  5. On average what does it cost to assemble a product?

Sales

Navigate to BI Vision Sales.

The Sales page on BI Vision shows the same KPI tiles as Sales Foundation with an additional Units Sold KPI.
In addition to the easy date filter buttons, you also have the flexibility to define your own custom from and to date ranges.

KPIs displayed on this page are:

  • Sales Revenue
  • Gross Profit
  • Gross Profit %
  • Sales orders (Number of invoiced sales orders for the period selected)
  • Average revenue per order
  • Units Sold

These Sales KPIs are further elaborated by the dimensions made available on the page. On click of a specific element on these dimensions, the KPIs refresh so values are reflective of the selected dimension element. 

Sales dimensions are:

  • Sales Person
  • Sales Channel (origin of the sales order transactions)
  • Country - drill into State/Region (Derived from the latest Postal/Physical address captured on the Delivery address field of the Sales Orders, If you did not capture a value in the State/Region field but captured the City then the City will display instead of the state/region otherwise it will be grouped under Unspecified.) 
  • Customer Type
  • Customers (Due to the potentially huge volume of Customers we divided/grouped customers into approximately 5 equal parts/pentile, using the measure selected.) 
  • Product Groups
  • Products (Due to the potentially huge volume of Products we divided/grouped Products into approximately 5 equal parts using the measure selected.)
NOTE: Values displayed in the Dimensions are only Current period values.
 

 

Please Note: The timeline chart below the KPIs will show the comparison between current and prior periods. When selecting a custom date range, say 3/1/2020 to 30/09/2020 the prior date will show 3/1/2019 to 30/09/2019, the exact same period just for the previous year. 

 

Note: Drill into the Country dimension eg. The United Kingdom by selecting the blue label on the graph will show you the State / Regions under the country. All values now will represent sales under the United Kingdom.

Upload historical Sales Data to BI.

With this feature, you will be able to upload your historical Sales Revenue (Invoiced Sales Orders and Credits) from your previous stock management system to BI. This will only make your historical sale revenue data available on your BI Sales and Customers pages to be used for prior period comparisons and cross-filtering from day one.

We are limiting the date range for uploading historical sales data to not allow transactions older than 2015-01-01. The suggested limit is to only upload 5 years of data and there is a file size limit of 100MB per file to upload.

NOTE: Due to the complexity and other integrations such as integration with accounting software, the historical sales data will only be visible in BI and not in Unleashed core.

 

What do you need:

  • Access to the completed sales orders and invoices from your previous system.
  • Permission to the feature - Upload historical sales revenue under BI Vision - By default all Superusers will have access to this feature. Once permission has been granted there will be a "more options" (3 dot icon) just under the date selection button on the BI Vision Sales page.
  • Pre-requisite: Before uploading your historical sales data, make sure you’ve added/uploaded customers, salespersons, customer types, sales order groups, product groups, and product information to Unleashed core. After these core components have been added to Unleashed you need to wait at least 1 hour before attempting to upload the historical sales data to your account as this will be used to validate the historical data uploaded.
  • Three templates from Unleashed available to download from the Import Historical Sales Data page - SalesOrders.csv, SalesInvoices.csv, and CreditNotes.csv (Please Note: You cannot upload CreditNotes on its own and Both SalesOrders and SalesInvoice files are required.)
  • Preferably you should attempt the upload of historical Sales data after hours as it could impact response times of the application, depending on the volume of transactions imported.

Once the upload of the historical data was successful, you will see values in the Sales and Customers context pages for the period uploaded.

The processing time for uploading the historical data could be quick or take a couple of hours depending on the volume of data. You will receive an email informing you of any errors found during validating your imported data or when processing was completed successfully so you don't need to wait for it to be done and may continue using Unleashed as normal.

The failure and success notifications will be visible in Unleashed under the notifications icon, you will also receive emails with more detail. In the example below the 1st, 2 attempts failed as my date format was not yyyy-mm-dd. The 3rd attempt was successful.

There is a limit of 10 attempts per day.

Every upload will replace and overwrite the previous uploaded historical sales data so it should always include all the transactions.

 

Sales Order Template field definitions 

Field

Definition

Field Size (Max)

Type

Mandatory field

OrderNumber

Unique sales order number

20

PK - Alphanumeric 

Yes

OrderDate

The date the order was placed (Oldest date allowed = 2015-01-01)

-

yyyy-mm-dd

Yes

RequiredDate

Date when delivery/shipment was required. (Oldest date allowed = 2015-01-01)

-

yyyy-mm-dd

Yes

CustomerCode

The unique customer code (as created in Unleashed) who placed the order.

500

Alphanumeric

Yes

SalesChannel

Sales channel - Mobile,  B2BPortal, API
 

50

Alphanumeric

Leave blank if not applicable.

SalesPerson

Name and surname of the salesperson who made the sale - Ideally all these salespersons will be added to Unleashed - https://unleashedsoftware.com/v2/SalesPerson/Update

256

Alphanumeric

Leave blank if not applicable.

SalesOrderGroup

This should match a Sales Order Group as setup in Unleashed -

https://unleashedsoftware.com/v2/SalesOrderGroup/Update

50

Alphanumeric

Leave blank if not applicable.

WarehouseCode

This is the warehouse linked to the Sales Orders. The code entered should match a Warehouse code as setup in Unleashed - https://unleashedsoftware.com/v2/Warehouse/List 

15

Alphanumeric

Yes

DeliveryCity

The City field for delivering the products sold.

500

Alphanumeric

Leave blank if not applicable.

DeliveryRegion

The State/Region field for delivering the products sold. 

500

Alphanumeric

Leave blank if not applicable.

DeliveryCountry

The Country field for delivering the products sold. 

500

Alphanumeric

Leave blank if not applicable.

CurrencyCode

The default currency code linked to the Customer record. It must be a valid currency code used in your Unleashed account, set up under Settings. https://unleashedsoftware.com/v2/Currency/Update 

3

Alphanumeric

Yes

ExchangeRate

The exchange rate at the time of Sale. Only needed to complete if the sale to the customer was done in a foreign currency. This exchange rate will be used to apply to the values entered in LineTotal. 

18

Numeric *

Enter “1” if it is the same as the base currency

ChargeTotal

Total charges linked to the Sales Order, repeat the total on all line items.

(The format of this field should be plain numeric with no thousand separators or currencies eg. $1,000.00 should be entered as 1000.00.) 

18

Numeric *

Leave blank if there were no additional charges.

LineNumber

Each product on the Sales Order represents a sales order line, starting from number 1 for the first product, 2 for the second, etc.

18

Numeric

Yes

ProductCode

The product code must match the product code as captured in Unleashed. https://unleashedsoftware.com/v2/Product/List#Obsolete=All,Sellable=All 

100

Alphanumeric

Yes

OrderQuantity

The number of units sold 

18

Numeric

Yes

UnitPrice

The sale price, in your local currency, per Unit sold at the time of sale. Excluding tax. 

(The format of this field should be plain numeric with no thousand separators or currencies eg. $1,000.00 should be entered as 1000.00.)

18

Numeric *

Yes

DiscountRate

Any discount percentage applied to the unit price. 10% discount should be entered as 0.1 and 100% discount = 1

18

Numeric *

Yes - Enter 0, if not applicable.

LineTotal

Total sale, in your local curranty, including any discounts applied. Excluding tax.

(The format of this field should be plain numeric with no thousand separators or currencies eg. $1,000,000.00 should be entered as 1000000.00.)

18

Numeric *

No

LineCost

Average landed cost price at the time of sale.

(The format of this field should be plain numeric with no thousand separators or currencies eg. $1,000.00 should be entered as 1000.00.)

18

Numeric *

Yes

 

* NOTE: Numeric fields should not have more than 4 decimal values.

 

Example: 

Sales Invoice Template field definitions 

Field

Definition

Size

Type

Mandatory field

InvoiceNumber

Unique invoice number linked to the Sales Order

21

PK - Alphanumeric

Yes

InvoiceDate

The date the order was invoiced. (Oldest date = 2015-01-01)

-

yyyy-MM-dd

Yes

CompleteDate

The date the invoice was completed.(Oldest date = 2015-01-01)

-

yyyy-MM-dd

Yes

OrderNumber

The unique sales order number this invoice is linked to.

20

FK - Alphanumeric

Yes

ExchangeRate

The exchange rate at the time of sale. Only needed to complete if the sale to the customer was done in a foreign currency. 

(eg. 0.984)

18

Numeric

Enter “1” if it is the same as the base currency

ChargeTotal

Any additional charges linked to this Sales Invoice, repeat the amount on all line items.

(The format of this field should be plain numeric with no thousand separators or currencies eg. $1,000.00 should be entered as 1000.00.)

18

Numeric *

Leave blank if there were no additional charges.

LineNumber

Each product on the Sales Invoice represents a sales order line, starting from number 1 for the first product, 2 for the second etc. This should match the line order number per product listed on the completed sales orders template.

18

Numeric

Yes

ProductCode

The product code must match the product code as captured in Unleashed. https://unleashedsoftware.com/v2/Product/List#Obsolete=All,Sellable=All 

100

Alphanumeric

Yes

InvoiceQuantity

The number of units invoiced.

18

Numeric

Yes

 

* NOTE: Numeric fields should not have more than 4 decimal values.

 

Example: 

 

Credit Note Template field definitions 

(Only applicable to complete if you processed credit for any of the Sales Orders captured or for free credits (not linked to Sales Orders).

Field

Definition

Size

Type

Mandatory field

CreditNoteNumber

Unique credit note number.

20

PK - Alphanumeric

Yes

CreditDate

Date the credit note was processed. (Oldest date = 2015-01-01)

-

yyyy-MM-dd

Yes

CreditType

Option of 2 types, credit linked to a sales order should be type = “Credit”. If the credit is not linked to a Sales Order it should be type = “FreeCredit”

20

Alphanumeric

Yes

OrderNumber

Unique Sales Order number linked to this credit.

20

FK - Alphanumeric

Yes - only if credittype = “credit”

InvoiceNumber

Unique Sales Invoice number linked to this credit.

21

FK - Alphanumeric

Yes - only if credittype = “credit”

CustomerCode

The unique customer code (as created in Unleashed) who placed the order and who  received the credit.

500

Alphanumeric

Yes

CurrencyCode

The default currency code linked to the Sales Order. It must be a valid currency code used in your Unleashed account, setup under: Settings - System - Currency Rates.

3

Alphanumeric

Yes

ExchangeRate

The exchange rate at the time of sale. Only needed to complete if the sale to the customer was done in a foreign currency. 

18

Numeric *

Enter “1” if it is the same as the base currency.

ChargeTotal

Total charges linked to the Credit note, repeat the total on all line items if there is more than one credit line.

(The format of this field should be plain numeric with no thousand separators or currencies eg. $1,000.00 should be entered as 1000.00.)

18

Numeric *

Leave blank if there were no additional charges.

LineNumber

Each product on the Credit Note represents a line number, starting from number 1 for the first product, 2 for the second, etc.

18

Numeric

Yes

ProductCode

The product code must match the product code as captured on the Sales Invoice / Sales Order. 

100

Alphanumeric

Yes

CreditQuantity

The number of units credited

18

Numeric *

Yes

UnitPrice

The price per Unit credited.

(The format of this field should be plain numeric with no thousand separators or currencies eg. $1,000.00 should be entered as 1000.00.)

18

Numeric *

Yes

LineTotal

Total credit processed. Excluding tax.

(The format of this field should be plain numeric with no thousand separators or currencies eg. $10,000.00 should be entered as 10000.00.)

18

Numeric *

No

LineCost

Average landed cost price at the time of sale.

(The format of this field should be plain numeric with no thousand separators or currencies eg. $1,000.00 should be entered as 1000.00.)

18

Numeric *

Yes

ReturnToStock

Indication if the product credited was returned to stock.

Returned to stock options are: TRUE or FALSE

-

Boolean

Yes: TRUE or FALSE

  

* NOTE: Numeric fields should not have more than 4 decimal values.

Example:

 

Customers

BI Vision Customers display the same 6 tiles as in BI Foundation, displayed at the top of the page, for the customers' context but we now also provide subscribers to filter on dimensions (Country/Region(linked to customer record for the first 2 KPIs or sales orders for the rest), Warehouse(linked to customer record for the first 2 KPIs or sales orders for the rest), Customer Type(linked to customer record), Customers(Grid view for the first 3 KPIs and grouped view for the last 2), Sales Person assigned to customers(linked to customer record or sales orders), Product Groups (linked to sales orders), Products (linked to sales orders) and Sales Channel (linked to sales orders)) enabling you to answer questions such as: 

  • How many customers do I have by Country/State/Region, Warehouse, Customer Type, and Sales Person?
    - Total Customers and New customers KPIs uses the default Warehouse specified on the customer records.
    - Active Customers, Avg. Orders per Customer, Avg. Revenue per Customer and Avg. Gross Profit per Customer KPIs uses the Warehouse specified on the Invoiced Sales Orders.
  • How many new customers did I acquire over the specific period by Country/State/Region, Warehouse, Customer Type or per Sales Person?
  • How many of my total customers were active (Sales orders which were Invoiced) over the date range selected, in which Country/State/Region, per Warehouse, per Customer Type, per Sales Person, Products and Sales Channel used?
  • What was the average orders and revenue per active customer over the date range selected, in which Country/State/Region, per Warehouse, per Customer Type, per Sales Person, Products, and Sales Channel used?
  • What was my average gross profit per customer over the date range selected, in which Country/State/Region, per Warehouse, per Customer Type, per Sales Person, Products, and Sales Channel used?

The Customers dimensions only display Current Period values:

  • Country - drill into - State/Region (Derived from the latest Postal/Physical address captured on the Customers account when selecting the Total and New Customers KPIs. When selecting Active Customers, Avg. Orders per Customer, and Avg. Revenue per Customer we use the Country - drill into - State/Region captured on the Sales Orders for the period selected. If no State/Region was captured but City, we will use the City field otherwise it will be grouped under Unspecified.) 
  • Warehouse (The default warehouse as indicated on the Customer record)
  • Customer Type
  • Customers (When selecting the Total, New, and Active Customers KPIs, the dimension will display a grid view listing the first 25 customers alphabetically (10 records per page). When selecting Avg. Orders per Customer, and Avg. Revenue per Customer we group your customers into Top to low average orders or average revenue.) 
  • Sales Person
  • Product Groups
  • Products (Due to the potentially huge volume of Products we divided/grouped Products into approximately 5 equal parts using the measure selected.)
  • Sales Channel (origin of the sales order transactions)

Please take note: The Product Group, Product and Sales Channel dimensions are linked to Sales Orders only. Selecting KPI tiles for Total Customers or New Customers could display Unspecified values as these dimensions are linked to sales which could be "not applicable" to some of the total and new customers.

 

The same cross-filtering and zoom on chart functionality are available for Customers as for Inventory and Sales in BI Vision.

Using the more options on the Customer dimension to search for or select/multi-select customers linked to the first 3 KPIs you selected at the top.

Looking at the more options for the Customer dimension when selecting the Avg. Orders per Customer or Avg. Revenue per Customer KPIs, you will have the option to search and select any customer and and export to CSV.

Search and multi-select options are available on most of the dimensions available on BI Vision pages.


 

 

Was this article helpful?
0 out of 0 found this helpful