The Reports section
The Reports page offers four analytical reports. Each one opens with a date-range filter at the top: pick a custom From / To range, or use the quick presets — 1M, 3M, 6M, YTD, 12M. The end date cannot be in the future, and the start date cannot be after the end date. Every table in every report can be exported to CSV or Excel from the ⋮ menu in its header. Amounts and percentages are exported as raw numbers so you can total and pivot them in a spreadsheet, and the file name includes the date range you had selected.Spend Analysis
Answers “where is the money going?”. One chart and one table, sliced by the dimension you pick:- Supplier — who you buy the most from.
- Cost category — what you buy, by accounting category.
- Division and Project — which part of the business is spending.
Procurement Cycle
Shows how efficiently RFQs move from creation to award:- KPIs: total RFQs — broken down into published and drafts — average cycle time, supplier response rate, and percentage of RFQs awarded.
- Procurement funnel: how many RFQs reach each stage, with the conversion from the previous stage shown on the right.
- RFQ detail table: every RFQ in the period with its date, days elapsed, quotations received, current status, and whether it was awarded.
Savings Analysis
Compares what you budgeted against what you awarded and what you actually ordered:- KPIs: total budgeted (with RFQ count), total awarded, total ordered (with PO count), and savings — plus direct spend when there is any.
- Budget vs. Awarded vs. Ordered chart: a per-RFQ comparison with a savings-percentage line overlaid. With many RFQs, the chart shows the largest ones and notes how many are included.
- Detail by RFQ: each RFQ with its category, budgeted, awarded and ordered amounts, savings, and the award strategy used (single supplier, cherry picking, or fastest delivery).
Activity and Volume
Shows how busy your procurement operation is:- KPIs: counts of RFQs, quotations, POs, and supplier invitations in the period.
- Monthly timeline: RFQs, quotations, and invitations per month. Months with no activity appear as zero rather than being skipped, so the trend line is not distorted.
- Activity by supplier: a searchable table showing each supplier’s invitations, quotations submitted, awards won, and response rate (colour-coded — green at 75%+).
- Audit trail feed: recent activity across your organization, from the same history shown on individual documents.
How the numbers are calculated
Reports only earn trust if you know exactly what each number counts. These are the definitions Seloria uses. Committed spend. Spend counts purchase orders that were actually issued — draft and cancelled orders are excluded, because a draft commits you to nothing. This is why the total in Spend Analysis can be lower than the sum you see in the PO tracker. Tax is excluded. Reported spend is the order subtotal, before tax. Recoverable VAT is not a cost of buying, and a procurement team reports what it committed, not what it advanced to the tax authority. If your finance team reconciles against tax-inclusive totals, expect this figure to be lower. Amounts are converted to your base currency. An organization that buys in dollars and reports in riyals cannot simply add the numbers up. Every amount is converted before it is added, using the rate the order or invoice froze when it was issued — not today’s rate — so a historical report keeps telling the same story tomorrow. Spend by cost category. The cost category is set per line item, but the amount that counts is the order subtotal. Seloria distributes each order’s subtotal across its lines in proportion to their value. This keeps every dimension adding up to the same total — spend by supplier, by category, by division and by project all sum to the same figure. Orders with no line items are shown as unassigned rather than dropped. Rates are measured over published RFQs. Award rate and average cycle time divide by the RFQs that actually went to market, not by every record created. A draft that never left your desk never competed, so counting it would understate your performance. The draft count is shown separately so nothing is hidden. Cycle time runs from creation to the last real activity on the RFQ — a status change or an incoming quotation, whichever is later. Response rate is the share of supplier invitations that came back with a quotation, measured per (RFQ, supplier) pair. Quotations that arrive without a matching invitation are not counted, which keeps the rate from exceeding 100%. Awards count the number of RFQs a supplier won, not the number of awarded lines. Under cherry picking a single RFQ can produce many award lines to the same supplier; counting those would make it look like the supplier won far more business than it did. Superseded awards — the rows left behind when an award is redone — are excluded everywhere. Savings are the difference between the budget and the most concrete number available: the ordered amount when POs exist, otherwise the awarded amount. See the note below on what this does and does not measure. Direct spend is any purchase order with no RFQ behind it. It is reported separately because it is the part of your spend that did not go through a competitive process.If your company measures things differently
These definitions are conventions, not accounting standards. Procurement teams genuinely disagree on several of them, and yours may already have a published definition it reports against. The ones that most often differ:- When spend is recognised — Seloria counts spend when the order is issued (committed). Other organisations recognise it on receipt of goods, or on invoice, or on payment. Each gives a different figure for the same period.
- What counts as savings — Seloria compares against the budget. Many teams instead measure the negotiated saving: the average or first quotation received versus the awarded price. Others count avoided cost, or year-over-year price change. These answer different questions and can point in opposite directions on the same RFQ.
- Where the cycle starts and ends — from the requisition rather than the RFQ, or ending at delivery rather than at award.
- Whether taxes and freight are included in reported spend.
Tracker table tools
The list pages (Requests, RFQs, POs, Suppliers, Budgets, My Requests) share a common set of table tools.Column manager
- Reorder: grab a column by its grip handle in the header and drag it — columns slide apart to open a slot where it will land.
- Show / hide: the + button at the end of the header opens the column menu, where you toggle columns on or off. Some columns are hidden by default until you enable them.
- Reset: restores the default layout.
- Your column order and visibility are remembered per browser, separately for each tracker.
View toggles
Three view preferences apply to all trackers at once — change them on any page and every tracker follows:- Wide mode: expands the page beyond the standard width, giving long tables more room.
- Gridlines: adds spreadsheet-style borders on every row and column.
- Sticky header: freezes the header row so it stays visible while you scroll long lists.