Procurement & Payables Dashboard
The Procurement & Payables tab on the Home page covers the procure-to-pay cycle, from request for quotes (RFQs) and purchase orders (POs) to bills and vendor payments. It helps procurement and accounts payable teams track supplier performance, bill processing efficiency, and outstanding payables in one place.
Here’s how you can view the Procurement & Payables Dashboard in Zoho Spend:
- Log in to your Zoho Spend organization.
- Go to Home on the left sidebar.
- Select the Procurement & Payables tab.
Use the Date Range filter at the top to change the reporting period. All widgets on the tab refresh based on the selected range.
Spend Summary
The Spend Summary widget shows total procurement spend split into two categories, plotted month-over-month:
- PO Spend: Spend that flowed through a purchase order.
- Non-PO Spend: Spend billed directly without a linked purchase order.
The split helps you gauge how much of your spend is under procurement controls versus how much bypasses them.
How Spend Summary is Calculated:
- PO Spend: Sum of approved bill amounts where the bill is linked to a purchase order.
- Non-PO Spend: Sum of approved bill amounts where the bill is not linked to a purchase order.
- Total Spend: Sum of PO Spend and Non-PO Spend.
Attention Required
The Attention Required widget consolidates procurement and payables records that need admin action.
Volume Metrics
A row of tiles surfaces the key volume metrics for the period. These give you a quick pulse of procurement activity.
- Orders Issued: Count of purchase orders issued during the selected period.
- Bills Processed: Count of bills approved during the selected period.
- New Items: Count of items created during the selected period.
- New Vendors: Count of vendors added during the selected period.
Payables Summary
The Payables Summary widget shows the ageing breakdown of your outstanding payables. It helps you prioritize which vendor payments to run next and manage vendor relationships.
Total Payables is the sum of unpaid amounts across all open bills.
Outstanding amounts are grouped into ageing buckets based on (Today − Bill Due Date):
- Current Due: Bills where the due date is today or in the future.
- Overdue by 1–15 Days: Bills that are 1 to 15 days past their due date.
- Overdue by 16–30 Days: Bills that are 16 to 30 days past their due date.
- Overdue by 31–45 Days: Bills that are 31 to 45 days past their due date.
- Overdue by Above 45 Days: Bills that are more than 45 days past their due date.
Budget Consumption Summary
The Budget Consumption Summary widget shows how much of your procurement linked budgets has been used in the current period.
How Budget Consumption Summary is Calculated:
For each budget, (Actual Procurement Spend ÷ Budgeted Amount) × 100.
Process Efficiency Metrics
A set of process metrics tracks how well your procurement and AP processes are running.
RFQs Closed With < 3 Vendors
Shows the count of RFQs that were closed with bids from less than three vendors. A low value here indicates good competitive sourcing.
Average Order to Receive Time
Shows how long it takes, on average, for goods to be received after a purchase order is issued.
How Average Order to Receive Time is Calculated:
Σ (Purchase Receive Date − PO Issued Date) ÷ Number of POs Received in the period.
Autoscanned Bills
Shows the share of bills that were created automatically through the autoscan (OCR) feature.
How Autoscanned Bills are Calculated:
(Number of Autoscanned Bills ÷ Total Number of Bills Created) × 100.
Order to Bill Compliance %
Shows the share of PO-linked bills that match their purchase orders on quantity and price. Consistent matching indicates strong three-way match controls.
How Order to Bill Compliance % is Calculated:
(Number of Matched Bills ÷ Total Number of PO-linked Bills) × 100.
Top Contributors
This widget lists the top contributors to procurement spend by the dimension you choose. Switch dimensions using the in-widget tabs.
- Top Vendors: The top five vendors receiving the largest share of spend.
- Top Items: The top five items purchased the most, by value.
- Top Accounts: The top five expense accounts driving procurement spend.
Most Requested Items
The Most Requested Items widget lists the items most frequently included in purchase requests and purchase orders. It helps identify high demand items you may want to stock or negotiate rate contracts for.
Payment Modes
The Payment Modes widget shows how vendor payments are distributed across payment modes — Bank Transfer, Cash, Card, and Others.
How Payment Modes are Calculated:
For each mode, (Amount Paid via Mode ÷ Total Amount Paid) × 100.