Dashboard

The dashboard is the page that opens after you sign in and choose an organization. It gathers your organization’s key numbers in tabs, so each team can focus on what matters to it. The numbers cover the business, maintenance reliability, availability, workload, failure analysis and spare parts.

Tabs

The tab bar across the top of the dashboard switches between groups of indicators:

• Overview holds your own selection of indicators, pinned from any other tab (see Pin the KPIs you care about below). It is empty until you pin one.
• General holds what is personal to you, across all your organizations. The inbox card shows your unread count and your five newest unread notifications, with a shortcut into the full inbox. Everyone sees this tab, because every member has an inbox.
• Maintenance has five sections, as follows.
  • Reliability shows the reliability score, the repeat failure rate, the average time between breakdowns and the average repair time. That repair time is split into Diagnostic, Active repair and Waiting.
  • Availability shows availability, the planned share, the uptime breakdown and Planned share by asset class.
  • Workload shows wrench time, preventive compliance, the open backlog, Backlog by urgency and Preventive compliance by plan.
  • Failure analysis shows failure density (breakdowns per operating hour) and warranty and diagnostics. Its panels are top problem codes, top root causes and top offending assets.
  • Spare parts shows critical-spare coverage and what is in the repair pool. Its panels are parts spend by asset, top parts by spend, uncovered critical-spare policies and parts in the repair pool.
• Inventory shows stock health, stockouts, slow-moving stock, blocked stock, expiring stock, cycle-count accuracy and stock movement. Blocked stock is quarantined, damaged or expired, and a figure beside it counts stock that somebody keeps back by hand.
• Procurement shows open purchase orders, overdue purchase orders, requisitions awaiting approval, part-delivered orders and on-time delivery. Its panel is Open purchase orders by status.
• Sales shows the sales pipeline, open sales orders, the order backlog, the quote win rate, past-due invoices, days to pay and credit notes issued. Its panels are Invoiced each month, Top customers, Top products and Invoices by age.
• Treasury shows your cash position, cheques to collect, cheques maturing soon and unreconciled bank statement lines. Its panels are Cash by currency, Cash position over time and Receivables aging.
• Point of Sale shows today’s counter takings and average ticket, the live sessions and the over or short figure. Its panels are Top products today and Counter takings over time.

Each card appears only if your role lets you read what it counts, and a tab appears when at least one of its cards does. If your organization has turned a module off, its tab goes too. Someone might see your invoices but not your bank accounts. That person still finds Invoices by age on the Sales tab and on the Sales overview page, and Receivables aging on the Treasury tab.

On every tab, the indicator cards come first, whether they show one figure or several. The panels stand below them, side by side: two to a row on a laptop and three on a wide monitor. The cards fill the width of your screen: five to a row on a wide monitor, three on a laptop and one on a phone. Your Overview follows the same layout for the cards that you pin.

Most panels draw their figures as columns, each with its figure on top. If the columns are named parts of one whole, such as an invoice’s age or an order’s status, each has its own colour. If they rank items, such as the problem codes behind the most breakdowns, they share one colour. Point at a column, or move to the chart with the keyboard, to read what it stands for.

A column that counts a list opens that list on the same records. Examples are an age band of invoices, a purchase-order status and a currency that your accounts are held in. Click the column, or press Enter on it.

A share, such as Planned share by asset class or Preventive compliance by plan, is drawn against the whole. So a column halfway up the panel is 50 %. In Arabic, the first column stands on the right, as the text reads. A chart over time runs from left to right in every language.

Each tab reads its figures the first time that you open it. The figures do not all cover the same dates:

• The date range filter in the header drives the maintenance figures that look back over a period. Examples are reliability, availability, wrench time, the top problem codes and parts spend. It also drives Days to pay on the Sales tab.
• The three sales charts show the last twelve months until you set a range. After that, they show the months that the range covers.
• Cash position over time and Counter takings over time draw the range day by day. Past three months they draw it week by week, and past a year month by month.
• Fixed windows apply to the other cards that look back over a period. They are 90 days for stock movement, slow-moving stock and the quote win rate, and 30 days for cycle counts and credit notes. Expiring stock looks ahead 30 and 90 days.
• Live figures ignore the filter and show the position right now. They are open purchase orders, past-due invoices, blocked stock, the repair pool, critical-spare coverage, your cash position, cheques due and unreconciled lines.

Date range filter

Open the Date range menu in the header to set a From and a To date for the figures that use them. It is the funnel button beside the i. The default is the last 90 days, and the line at the start of the header names the dates that you are reading. Click Clear all in the menu to return to the default. A small 1 on the filter button tells you that you have set your own range.

Pin the KPIs you care about

Different people care about different numbers. Every card has a pin button in its header, and there is no mode to turn on:

1. Open any tab and click the pin on the cards that you want to keep an eye on.
2. Switch to the Overview tab. The cards that you pinned are there, each with the name of its tab.
3. To remove a pin, click the pin button again, wherever the card appears.

You can also pin a card from a module’s overview page. Beelocity saves pins in your browser, for each organization. So each organization has its own pins, and another browser or device starts with none.

Tips

• The dashboard shows your currently selected organization. If you switch organizations at the foot of the sidebar, every card and your pinned Overview reload.
• A tab keeps the figures that it read for two minutes, even if you switch tabs. After a large operation, reload the page to see the latest numbers. Large operations include a new purchase order, payments collected, stock adjustments and a closed work order.
• If a card fails to load, for example because of a short network problem, only that card shows the error. It reads Could not load, and the other cards keep working.
• Hover a card’s title for a short tooltip that says what the number tells you. On a card with two or more figures, each figure’s own title has a tooltip too. A title that has a tooltip underlines when you hover it. The arithmetic behind each number is on this page, under How each number is worked out.
• Click the small i icon in the page header, next to the date range filter, to open the dashboard’s glossary. Its fifteen short entries cover the main numbers, what Always live means and how pinning works. Every entry but Always live links to the page in this guide that shows the working.

How each number is worked out

The panel behind the i icon says what a number tells you. This section gives the arithmetic behind it.

Most figures on the Inventory, Procurement and Sales cards are counts. They say how many orders, invoices or stock records match a rule, and they are not amounts of money. That is deliberate. Beelocity works out a count over your whole organization, however much data you hold. So the number on the card is the real number and not a sample of it. Where a card used to show a currency total, it now shows the count behind it, and says so. Money totals are on the panels that read a report, such as Invoiced each month and Receivables aging.

Every maintenance figure is described in Maintenance KPIs. That page covers the reliability score, the average time between breakdowns, the average repair time and its three parts, and availability. It also covers planned share, wrench time, preventive compliance, failure density and the three panels of top problems, causes and assets.

Inventory

• Stock health shows two counts. Stock records is how many active stock records you can issue from today, one for each product held in a warehouse. Watched for low stock is how many products have an enabled low-stock alert keeping an eye on them.
• Stockouts counts the stock records with nothing left to issue. Each one is either empty or promised in full to open orders.
• Slow-moving stock counts the stock records whose quantity has not changed in the last 90 days. This is money sitting still. These records are the candidates for a promotion, a transfer or a write-down.
• Blocked stock counts active stock in Quarantine, marked Damaged or already Expired that is still on the shelf. The Reserved figure beside it counts stock records with the status Reserved, which somebody keeps back by hand. A reservation for an order does not count here.
• Expiring stock counts the stock with the status Available by how close its expiry date is. Its three figures are Within 30 days, 31–90 days and Past expiry. It leaves out stock that was sold or written off to nothing. It also leaves out stock of a rejected lot, which is in quarantine.
• Cycle-count accuracy shows two figures over the cycle-count lines counted in the last 30 days. Lines on target is the share that matched the quantity on file exactly. Lines off target is how many did not.
• Stock movement shows how busy your warehouses have been over the last 90 days. It counts movements out (sales, issues and transfers) and movements in (receipts, returns and transfers).

Procurement

• Open purchase orders counts the orders that are approved, sent, confirmed by the supplier or partly received. It leaves out drafts, cancelled orders and closed orders.
• Overdue purchase orders counts the open orders whose expected delivery date has passed. The line underneath says how late the oldest one is.
• Requisitions awaiting approval counts the purchase requisitions in the approval queue. It also says how long the oldest one has been waiting.
• Part-delivered orders counts the orders that received a first goods receipt, are still waiting for the rest and are past their expected date.
• On-time delivery says how many supplier measurement periods came in under the 90% target, out of every period that has an on-time figure. It reads every period of every supplier from every year, and that includes the periods that the owner of your organization typed, whatever their dates. Beelocity works out a supplier’s quarter again when one of their orders completes, or leaves Completed through a return or a cancelled receipt. A quarter with no order left in it has no on-time figure, and the card does not count it.
• Open purchase orders by status splits the open orders by where each one stands: approved, sent, confirmed or partly received. The four columns add up to the Open purchase orders card.

Sales

• Sales pipeline counts the quotations still in play, which are Draft or Sent. Won, lost and expired quotations do not count.
• Open sales orders counts the orders that are approved, confirmed, processing or partly shipped.
• Order backlog counts the order lines still Open or Partial. You have committed them to the client and have not delivered them yet.
• Quote win rate looks at the quotations that closed in the last 90 days. It divides the won quotations by the won and lost ones together. Won means Accepted or Converted into an order. Lost means Rejected or Expired.
• Past-due invoices counts the invoices already flagged Past due. It also counts Sent or Partially paid invoices whose due date has passed and that still carry a balance.
• Days to pay says about how many days your clients take to pay you, over the period that the date range filter shows. It takes what clients owe today, divides it by what you invoiced in that period, and multiplies by the days in the period. So it is a ratio, and not a delay that Beelocity measures on each invoice. What clients owe comes from the invoices that are Sent, Partially paid or Past due. What you invoiced counts the Paid ones too, and it leaves out Draft, Cancelled and Void invoices. Beelocity converts each amount to your base currency, which is the Default currency on your organization’s page. If that currency is not chosen or a rate is missing, the card says what to set up. If you invoiced nothing in the period, the card shows —. Beside it, the card says how many invoices still carry a balance, due or not. That number is your collection worklist.
• Invoices by age splits the same unpaid invoices into not yet due, 1–30, 31–60, 61–90 and more than 90 days late. It counts the invoices in each band, whatever their currency. The Receivables aging panel on the Treasury tab shows the same split in money.
• Credit notes issued counts the credit notes issued in the last 30 days.
• Invoiced each month shows what you invoiced each month, less the credit notes issued that month. Top customers and Top products show who bought most and what sold most over the same months. All three exclude TVA and use your base currency. A document in another currency counts at the rate in force on its date. If no rate is on file by that date, Beelocity names it under the chart and leaves it out. See See what you sold.

Treasury

• Cash position is the spendable balance across your open treasury accounts, converted to the base currency. It leaves out frozen accounts, because their funds cannot be spent. Closed accounts never count.
• Cash by currency splits the same position by the currency that each account is held in. Every amount is converted, so the columns compare.
• Cash position over time draws the same spendable cash at the end of each day of the date range. For a longer range, it draws each week or month. It also shows what came in and went out. Frozen accounts are left out on every day and named under the chart. An account in another currency counts at the rate on file for each day. A point opens the cash ledger at its days. See See how your cash moved.
• Receivables aging shows the same split as the Sales tab, in money. It shows what clients still owe in each band, in your base currency. Beelocity converts an invoice in another currency at today’s exchange rate. If no rate is on file for today, a line under the chart says how many invoices are left out of the amounts. Beelocity never counts one euro as one dinar. When you record the rate, the invoice joins its band. If your organization has no base currency yet, the panel says so. Supplier-payables aging is not shown yet.
• Cheques to collect counts the cheques, bills of exchange and promissory notes that you received from clients and that have not cleared. They are still in hand or on a deposit slip. The amount beside the count is in your base currency. A cheque in another currency is converted at today’s rate.
• Cheques maturing soon counts the same instruments with a maturity date in the next seven days, including any already mature and still uncollected. The amount beside the count adds only the cheques in your base currency.
• Unreconciled lines counts the bank statement lines not yet matched to a cash-ledger entry. You cannot reconcile and lock a statement while a line is neither matched nor ignored. The amount waiting to be matched is in your base currency. Every statement’s lines are converted at today’s rate.

Point of sale

• Counter takings today shows today’s net takings across every register: sales minus refunds, straight from the tickets. Voided tickets never count.
• Live sessions counts the cash drawers still tied to a register, open or stuck part-way through closing.
• Average ticket today divides today’s gross sales by the number of sale tickets. Refunds are left out, because they belong to the ticket that they reverse. That ticket was often sold on an earlier day.
• Over / short, 7 days adds up every drawer difference recorded when a session closed in the last seven days. A positive figure means that the drawers held more than the tickets explain. A negative figure means that cash went missing.
• Top products today ranks today’s best sellers by what they took. Point at a column to read the quantity sold.
• Counter takings over time shows what the tills took on each day of the date range, or each week or month of a longer range. It shows sales minus refunds, with each refund on its own day. See See what the tills took.

Every amount on this tab is in your base currency. A till that banks into an account in another currency counts at the exchange rate on file for the day. That is today’s rate for the takings and the average. For the over or short figure, it is the rate of the day that the shift closed. If a till has no rate for that day, Beelocity counts it but leaves it out of the amounts, and the card says how many. If your organization has no base currency yet, the cards say so.