Adaco: Program Compliance – Fourth & HotSchedules Customer Success Portal

Overview

It is common for organisations to have preferred/contracted manufacturers and vendors for certain products. Doing so allows for consistency across multiple locations and can also help to keep costs down. By allocating products to 'Programs' within Adaco, locations' purchasing activity can be analysed through reports. This article will guide through the steps required to create and configure a Compliance Program and then run reports on its usage.

Data provided in this article has been fabricated for illustration purposes only.

Example

A location is instructed to only purchase mayonnaise products made by certain manufacturers (Fig.1) and sold by certain vendors (Fig.2).

Fig.1 - Example mayonnaise manufacturers

Fig.2 - Example mayonnaise vendors

The location's organisation may be asking the following questions:

How much of our mayonnaise spend is for the right manufacturer product?
How much of our mayonnaise spend is with the right vendor?
How much of our mayonnaise spend is for the right product from the right vendor?

Creating a New Program

First of all, the product(s) in question need to be located and their manufacturers confirmed.

Fig.3 - The Program Center

Go to Purchasing > Program Center > New
Make selections in the Segment, Category, and Sub Category fields. In this example, the values used are Food & Beverage, Dry Goods, and Mayonnaise respectively
The system will automatically assign a Program Number when it is saved
Add a Start Date and an End Date

Only one Program can be used for a specific sub category within the date range specified.

With the Sub Category Mayonnaise in place, it is then possible to select Manufacturers and Vendors.

Fig.4 - Example Program

The example Program shown in Fig.4 has the following Manufacturers and Vendors listed

Manufacturers

Hellman's & H. J. Heinz - because Any Product is ticket for both, any mayonnaise from either manufacturer is compliant
Ken's Foods - here, two specific Manufacturer Numbers have been used, meaning that only mayonnaise #394 & #898 are compliant. Any other Ken's Foods mayonnaise is non-compliant

Vendors

Shamrock Foods, US Foods
Premium Seafood Co, La Parrilla Todo Carne SL

Different compliant vendors can be selected on a property-by-property basis.

Reporting

With the Program saved and active, it is then possible to use reports to analyse purchasing activity.

Go to Report Center and expand Report Module: Purchasing
Double-click Program Compliance Report
Select required Properties and Buyer values
Set a From Date and To Date
Set the Report Type to Detailed
Tick the Category from where the Program Number is located

The Subcategory boxes on the right side will automatically be ticked.

Generate the report

Fig. 5 - Program Compliance Report Criteria

The generated report will show all products within the selected Category/Subcategory that have been ordered. The report has columns for 'Right Product', 'Wrong Product' and 'Right Vendor', 'Wrong Vendor'.

Select a product from the report (click on the product number)

This will show all Purchase Orders within the specified date period that contain that product

Fig.6 - Selecting a product from the Program Compliance Report, and the 'Right/Wrong' columns

Select a Purchase Order (click on the PO number)

This will show all details of the Purchase Order in question.

Fig.7 - Example report 'drilled in' to Purchase Order level

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