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BI Vision (pay-to-use module)

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Purchases and Suppliers
Inventory
Production / Assemblies
Sales
Upload historical Sales Data to BI.
Customers

 

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 selecting the Vision tab on the page. The insights we display on these KPIs' are purchase order values (including cost), count, quantities (units), and average value per order.

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.

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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.) 

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The following dimensions are available to enable you to filter and cross-filter on for the selected measures/KPI (just click on any bar or use the Task Menu/3-dot menu available on all charts):

  • 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)
  • Product Groups
  • Products
  • Purchase orders (Providing a list of purchase orders sorted on value, high to low, showing  the Top 25 POs by default and limited to show the Top 100 Pos.)
  • Warehouse
  • Return reasons
  • Supplier Return transactions (Providing a list of supplier return transactions sorted on value, high to low.)

Each dimension will show up to 25 records and will order/rank them from high to low based on the KPI selected.

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

  • Who are the 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 is 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)?
  • Identify the specific Purchase Orders or Supplier Return transactions making up these values.

* 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 and the total number of units,
  • Allocated stock value and the total number of units allocated,
  • Available stock value and the total number of units available,
  • Annual stock turns,
  • Average days to sell,
  • Cost of goods sold,
  • Open Purchase orders value and the total number of units,
  • Stock adjustments value,
  • Stock adjustments count and
  • Backorder value and the total number of units on backorders.

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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, are ordered from High to Low, and will show up to 25 records as the default. 

The following dimensions are available for Inventory:

  • Stock Age 

    The calculation we use in BI for the values in this dimension is:

    	Max_StockTransactionId
    		FROM stocktransactions 
    		where transactiontype in ('AssemblyIn', 'ProductAdded', 'PurchaseOrderReceipt', 'SOHImport')
    		  and entrydate <  p_value_datetime
    		  and balancequantity > 0

    What it boils down too is: If there were no new ('AssemblyIn', 'ProductAdded', 'PurchaseOrderReceipt', 'SOHImport') transaction for Product A since the last ('AssemblyIn', 'ProductAdded', 'PurchaseOrderReceipt', 'SOHImport') transaction Product A will age every day and move across the different age bands. If there however is a new ('AssemblyIn', 'ProductAdded', 'PurchaseOrderReceipt', 'SOHImport') transaction for Product A today then this product will display as "new" back under "Age < 3 months" group.  We currently cannot keep track of the age of each bundle we receipted in so the "old" products before the latest transaction will also now display as "New" in the "Age < 3 months" group.

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  • Timeline Chart showing value and quantity(where applicable) and a Trend line
  • Warehouse
  • Product Groups
  • Products
  • and Product Type

Below are images of the Inventory KPIs and dimensions - 

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Click on any bar on any dimension to select and cross-filter on these dimensions.

Easily export the data behind any visualisation to PNG, SVG, PDF or CSV file format by clicking on the Task Menu/3-dot icon and selecting Export.

 

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We provide 2 options for Exporting data to CSV, one is only to export the data in the view "Export to CSV (shown)" and one to export all as visualisations are limited to 25 records by default if there are more than 25 records to display.

The Product dimension by default shows the top 25 products based on the measure selected. You can easily view Highest, High, Med, Low and Lowest products per measure when you select the Show option available under the Task Menu menu.
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With these KPIs and dimensions available you can easily answer the following Inventory related questions:

  • What is my current Stock On Hand value and which Warehouse holds the most valuable inventory.
  • Identify Old products using the logic explained above.
  • Identify my fastest to lowest selling product groups and products selecting the Average Days to Sell or Stock Turn KPIs and using the Task Menu to view these categories.
  • Easily filter our specific product types using the Product Type dimension.

 

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.

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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 you Produced/Assembled and what you 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"
 

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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 (Invoiced or Completed Sales orders)
  • 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.) 
  • Sales Groups
  • Warehouse
  • Transaction Type (Allowing you to filter our charges and credits if you only want to see invoiced revenue.)
  • Customer Type
  • Customers (Showing you the Top 25 customers ranked by the measure/KPI selected, as the default view. Use the "more options" Task Menu to select and show the top 100 records or customers per segmented group.)
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  • Product Groups
  • Products (Showing you the Top 25 Products ranked by the measure/KPI selected above as the default. Use the "more options" Task Menu to select and show the top 100 records or Products per segmented group.)
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NOTE:
- Values displayed in the Dimensions are only Current period values.
- Dimensions all display the top (up to 25) data points as the default view and you will see a subtitle indicating the count. You can view a maximum of Top 100 data points per chart but the Export All will export all records.
Using the "Export to CSV (all)" option will export all records, not just the ones shown on the chart.
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Please Note: The timeline chart below the KPIs will show the comparison between current and prior periods. When selecting a custom date range, say 3/1/2021 to 30/09/2021 the prior date will show 3/1/2020 to 30/09/2020, the exact same period just for the previous year. 
This timeline chart also shows a current period trend line.

 

Dimension

Sales Persons; Sales Channels; Countries -> State/Region.

Note: Drill into the Country dimension eg. The United Kingdom by selecting the bar on the graph will show you the State / Regions under the country. All values now will represent sales under the United Kingdom.mceclip3.png

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Sales Groups (Sales order groups); Warehouse (Sales order warehouse not shipping warehouse); Transaction Types (Invoices Only, Charges, Credits and Credit Charges).

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Customer Types and Customers (showing top 25 customers by default).

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Product Groups and Products (showing top 25 Products by default).

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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.
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  • 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 per sales order

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/costs 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 currency, 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 number

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 be 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/costs 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.

On this page subscriber can also filter on dimensions (Country/Region(linked to customer record for the first 2 KPIs or sales orders for the rest), Warehouse (default 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, by default showing the first 1000 records, use the Task Menu to select and view all the records.), Sales Person assigned to customers (the default salesperson linked to the customer record for the first 2 KPIs or from the sales orders for the rest), Product Groups (linked to sales orders), Products (linked to sales orders) and Sales Channel (linked to sales orders).

With these dimensions and KPIs available to you it will enable 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?

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All 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 or the order Warehouse as indicated on the Sales Orders when selecting the last 3 KPIs.)
  • Customer Type
  • Customers (When selecting the Total, New, and Active Customers KPIs, the dimension will display a grid view showing the first, up to 1000 customers alphabetically. When selecting Avg. Orders per Customer, the grid will display customers ordered on the number of invoiced Sales orders for the period selected. When selecting Avg. Revenue per Customer the grid will display customers ordered on the total Revenue column.) 
  • Sales Person
  • Product Groups
  • Products (Showing the top 25 as default. Use more options Task Menu to view products grouped into 5 categories.)
  • 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 "No Record Found" as these dimensions are linked to sales orders which could be "not applicable" to the selection.

 

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 Task Menu on the Customer grid, you can search for or select/multi-select customers.

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You also have the option and Export this grid to PDF or Excel. Just clicking the export will use the default export type which is Excel.

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Search and multi-select, as well as export options, are available on most of the charts on BI Vision pages.


 

 

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