Supplier Performance

A supplier scorecard tells you how well a supplier delivers. Beelocity keeps it quarter by quarter, from the orders that you already received, and not from anybody’s memory. It shows whether deliveries arrive by the date that you expected, and how much of what arrives you reject at the door. When a contract comes up for renewal, or two suppliers quote the same part within a few dinars, the scorecard helps you choose.

Open a supplier from Business Partners → Partners, and pick the Performance tab. The tab appears only on a partner with the Supplier role.

Beelocity counts five of the figures from your goods receipts: the three rates, Total orders and Total order value. It does not count Quality rating or Average response time, because nothing in Beelocity knows them. Only the owner of your organization can type those two.

What the scorecard holds

The tab shows one row for each period, with the newest first. Each row holds:

How each figure is arrived at

Beelocity works out an order’s rates when a goods receipt completes the order. The quarter’s rate is then the average of its orders’ rates. Each order counts the same, whatever its size.

• On-time delivery. An order scores 100 if the goods receipt that completed it has a Receipt date on or before the order’s Expected delivery. If the receipt date is later, the order scores 0. If nobody set an Expected delivery on the order, it scores 100, because an order cannot be late for a date that nobody set.
• Fulfillment rate. For one order, Beelocity divides what its lines accepted by what they ordered. It counts an order only after its lines have accepted all that they ordered. A receipt cannot accept more than a line still waits for. So every order that it counts scores 100% today. If you close a line with Close short, the order never counts. As a result, this rate cannot show you a supplier that delivers short.
• Defect rate. For one order, Beelocity divides the Quantity rejected by the Quantity received, over each of the order’s goods receipts that reached Completed. For example, you order 400 units. The first receipt has 400 received, 380 accepted and 20 rejected. The supplier sends 20 more, and the second receipt accepts all 20. The order is then complete, and it scores 20 out of 420, which is 4.76%.
• Quality rating and Average response time are never written by Beelocity. The owner of your organization types them. The quality rating is your own judgement of inspections, complaints and the way the supplier handles a problem. Nothing holds it to a scale, so agree on one, such as a mark out of ten. The response time usually comes from your mail. No other screen in Beelocity reads either figure. They sit on the same row, so one look covers what Beelocity counted and what you judged.

How a quarter fills up

A completed order counts once, when it completes. Beelocity counts an order when one of its goods receipts reaches Completed and the purchase order then reads Completed too. It works out the order’s three rates at that moment and adds the order to the supplier’s scorecard. An order that arrives in three receipts counts once, not three times. Beelocity runs nothing on a schedule, so the scorecard changes only when an order joins or leaves a quarter.

The quarter is the one the goods arrived in, not the one you raised the order in. It is the quarter of the Receipt date on the goods receipt that completed the order. An order placed on 12 March and received on 3 April lands in the quarter from 1 April to 30 June. If you date a receipt in a past quarter, the order lands in that past quarter. If the supplier has no row for the quarter yet, Beelocity adds one.

Every order in the quarter counts the same. A quarter with three orders that all arrived on time reads 100%. If a fourth order arrives late, the quarter reads 75%, because the late order is one of four. Total orders says how many orders the quarter holds. Total order value adds the Grand total of each order as it is, even if the orders are in different currencies. So if you buy from one supplier in dinars and in euros, that sum is not a real amount. A new row takes the currency of the quarter’s first order, and it keeps that currency.

A return or a cancelled receipt takes the order back out. The order can leave Completed if you cancel one of its goods receipts, or if a supplier return against it reaches Shipped. Then the order also leaves the quarter that it landed in. Beelocity works out the quarter’s rates, count and value again, from the orders still in it. The figures then read as if that order had never completed. What you sent back does not count as a defect. The defect rate measures what you rejected on the goods receipts, so the supplier loses that delivery from its record and gains no defect. If a later receipt completes the order again, the order counts again, in the quarter of that receipt’s Receipt date.

A quarter with no order left in it shows no rates. Its three rates read as a dash and not 0%, because Beelocity measured nothing. Total orders reads 0. The dashboard card at the end of this page leaves the quarter out.

Recording a period yourself

Only the owner of your organization can add a period, change its figures or delete it. No other built-in role can, so anyone else needs a role that the owner gives them (Roles and Permissions). Without that role, you see the rows and no Add button. If you are the owner, use this for a supplier whose scorecard you kept in a spreadsheet before Beelocity. It is also where you type the two figures that Beelocity does not count.

1. Open the supplier and go to its Performance tab.
2. Click Add.
3. Fill in Period start and Period end. Beelocity refuses the row until it has both dates.
4. Fill in the figures that you have. Beelocity saves the row each time you leave a cell.
   • Type a rate as a number from 0 to 100, without the % sign. For 95%, type 95.
   • Leave a figure empty if you did not measure it. An empty figure reads as not measured, which is not the same as zero.

If the supplier already has a row with the same two dates, Beelocity refuses the new one. Type your figures on the row that exists instead. To change a figure, double-click its cell. To delete a row, click the Delete icon at the end of its row. Beelocity removes the row with its quality rating and its response time.

A deleted quarter can come back. If the row covers one calendar quarter that still holds orders, Beelocity adds it again the next time an order joins or leaves that quarter. The new row has the counted figures, and its quality rating and response time are empty.

Type whole rows only for periods before you bought through Beelocity. Beelocity rewrites a row only if its two dates are exactly one calendar quarter, such as 1 January to 31 March. Each time an order joins or leaves that quarter, it rewrites the three rates, Total orders and Total order value. You lose what you typed in those cells. It keeps the quality rating and the response time. Beelocity never rewrites a row for any other dates, such as one month. If an order lands in that month, Beelocity adds its own quarter row beside yours. So for a quarter with orders in Beelocity, type only Quality rating and Average response time.

Reading the scorecard

• If On-time delivery falls below about 75%, talk to the supplier before the next order, not after it.
• Do not read the Fulfillment rate as proof of complete deliveries. It reads 100% on every quarter that holds an order. A short delivery shows only on the order, where the line that you closed short reads Closed.
• A defect rate that climbs across three quarters needs more attention than one bad quarter, which is usually one bad delivery. The Rejection reason on the receipt lines says what was wrong, and so do the supplier returns of the same period.
• Read the rates against Total orders. 100% on time over two orders says almost nothing. 92% over sixty says a great deal.
• Compare like with like. A steel supplier of 8,000,000 DA a quarter and a stationery supplier of 40,000 DA do not compare on one rate.
• The scorecard changes nothing by itself. Beelocity does not read it when it picks a supplier for a requisition. If a supplier does badly, you decide what to change, such as the Preferred tick on its supplier products.

The On-time delivery card on the Procurement tab of your dashboard counts across every supplier. It counts the periods with an on-time figure under 90%, out of every period that has an on-time figure. It reads every row of every supplier from every year, and that includes the rows that the owner typed, whatever their dates.