REAL TIME DASHBOARD

Hi Florcita ,

 

Creating a Power BI report for tracking purchase and sales rejection rates involves integrating data from your ERP system, such as SAP or Oracle, and building a dynamic dashboard to analyze key performance indicators. To begin, identify the metrics you want to calculate, such as the total number of purchase orders, rejected purchase orders, sales orders, and rejected sales orders. These metrics are essential for determining rejection rates, which can be calculated using DAX formulas like dividing the number of rejected orders by the total number of orders and expressing the result as a percentage.

The reasons for rejection, such as exceeding credit limits for sales or missing purchase order approvals, are crucial data points that your ERP system should capture. You can connect Power BI to your ERP data using direct queries, APIs, or database connections, targeting tables that store purchase and sales order statuses, timestamps, and rejection reasons. In Power Query, you can clean and transform this data, ensuring consistency in rejection reasons and creating calculated columns or measures to flag rejected orders.

In Power BI, measures can be written in DAX to calculate totals, rejections, rejection rates, and specific causes like credit limit violations or missing approvals. For example, you could create a measure to calculate sales rejections due to credit limits by filtering orders with a rejection reason of "Credit Limit Exceeded." Once the measures are ready, design the report with visuals that make the data easy to interpret. KPI cards can display total orders and rejection rates, while bar charts and line charts can visualize rejection trends and reasons over time. Include slicers to allow users to filter data by time period, vendors, customers, or rejection reasons, offering flexibility for deeper analysis.

To ensure the report remains up-to-date, configure scheduled refreshes in the Power BI Service or set up streaming datasets for real-time updates if supported by your ERP. Additionally, you can create alerts for key metrics, such as when rejection rates exceed a predefined threshold, ensuring stakeholders are notified promptly. For example, if sales order rejections frequently occur due to credit limits, the report can help identify customers with recurring issues and guide decisions, such as adjusting credit limits or offering prepayment options. Similarly, high rejection rates in purchase orders caused by missing approvals can highlight bottlenecks in the approval workflow, enabling process optimization within the ERP system. This approach ensures the Power BI report provides actionable insights to address inefficiencies and improve operational performance.

Best regards,

Hi Florcita 

 

You can start by addressing the following aspects:

1. Identify the Data Source: Determine the source of the data you want to analyze. Power BI supports many types of data sources, so you need to confirm whether your data source is supported. Then, consider which connector or method to use to access the data. List of all Power Query connectors - Power Query | Microsoft Learn

2. Data Transformation and Cleaning: Analyze whether the indicators can be directly calculated from the obtained data or if some transformation and cleaning are needed. If you want to use Power BI for data cleaning and calculation, you might need to learn some Power Query and DAX knowledge. You can also provide some sample data and expected results to help other community users suggest specific operations and calculation formulas.

3. Real-Time Requirements: Clarify what you mean by "real-time." Do you need the indicators in the Power BI report to update immediately when the source data changes, or can the update frequency be lower, such as refreshing at fixed intervals, like eight times a day? Real-time report data refresh requires considerable memory and CPU resources and has requirements for the types of supported data sources. If the real-time requirement is not very high, it is recommended to use the scheduled refresh feature to periodically refresh the data. Configure scheduled refresh - Power BI | Microsoft Learn

 

Best Regards,
Jing
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