Purchase Dashboard
Real-time overview of your procurement activity, spend analytics, supplier performance, and pending approvals.
Overview
The Purchase Dashboard provides a centralized command center for monitoring all procurement activities in TotalApp. Get instant visibility into open purchase orders, pending approvals, supplier performance metrics, and budget utilization — all in one screen.
The dashboard automatically aggregates data from your purchase orders, vendor records, and receiving logs to present actionable KPIs and trend charts.
Key Metrics
Open POs
Total count of purchase orders that have been issued but not yet fully received or closed.
Pending Approvals
Purchase requests and RFQs awaiting manager or finance approval before proceeding.
Monthly Spend
Total procurement expenditure for the current month, compared against the prior month and budget.
On-Time Delivery Rate
Percentage of purchase orders received on or before the expected delivery date.
Active Vendors
Count of suppliers with at least one active purchase order or recent transaction.
Budget Utilization
Percentage of the procurement budget consumed year-to-date versus the allocated amount.
AI Assistant
A chat panel on the right edge reads the purchasing KPIs, spend trend, overdue orders, stale approvals, and top vendors to generate executive summaries, root-cause explanations, and quantified recommendations — it explains the numbers already on screen rather than editing any purchase orders or vendors.
Dashboard Sections
Spend Trend Chart
A line or bar chart displaying monthly procurement spend over the trailing 12 months. Use this to identify seasonal patterns, budget overruns, or the impact of vendor negotiations on costs.
Top Vendors by Spend
A ranked list or pie chart showing which suppliers account for the largest share of your procurement budget. Helps identify concentration risk and negotiation priorities.
Order Status Breakdown
A status pipeline showing the count of POs in each stage: Draft → Pending Approval → Sent → Partially Received → Received → Closed. Click any stage to drill into the filtered PO list.
Recent Activity Feed
A live log of the most recent procurement events: new POs created, approvals granted or rejected, deliveries recorded, and invoices matched. Each entry links directly to the relevant record.
Upcoming Deliveries
A calendar or list view of purchase orders with expected delivery dates in the next 7–30 days. Allows your warehouse team to plan receiving schedules in advance.
AI Assistant
Click the vertical AI Assistant tab on the right edge of the screen (or the Sparkles toggle) to open a chat panel over the dashboard. Because the Purchase Dashboard is a chart/KPI screen rather than a record list, the assistant is scoped to dashboard-style capabilities only — it narrates and explains the aggregate numbers already rendered on screen, it does not edit any purchase orders or vendors:
- Executive summary — a plain-language readout of the current purchasing standing, calling out notable spend trends and the vendors driving the most spend.
- Root cause & anomaly detection — when spend has spiked or dropped month-over-month, or overdue/stale-approval counts are unusually high, the assistant explains which vendors or order patterns are driving it, naming specific PO numbers and vendors.
- Recommendations — turns an observed weak spot into a concrete, quantified suggestion (e.g. flagging a vendor whose reliability score is dragging down on-time delivery), grounded in the actual numbers shown on the dashboard.
Every reply can be saved with the Save as Report button, which stores it in My Reports under a title derived from your question and the current month/year. The panel respects the Writer Engine selected in Settings → Agentic (Local CLI, Hosted API, Local LLM, or Ollama) — Ollama and other local/in-browser engines run entirely on your own machine and never proxy through the server.
Quick Actions
From the dashboard header you can:
- Create New PO — jump directly to the Purchase Order creation form
- Request Quote (RFQ) — initiate a new request for quotation to one or more suppliers
- Approve Pending Items — open the approval queue filtered to your pending items
- Export Report — download the current dashboard metrics as an Excel file
- Refresh — reload all metrics from the latest data
Filters & Date Range
Use the date range picker at the top of the dashboard to change the reporting period. All KPI cards, charts, and the activity feed update to reflect the selected range.
You can also filter by vendor, product category, or department to narrow the view to a specific procurement segment.
Alerts & Notifications
Automatic Alerts
The dashboard surfaces alerts for critical procurement events automatically:
- POs overdue for delivery (past expected date with no receipt)
- Approval requests that have been pending for more than 48 hours
- Budget utilization exceeding 80% or 100% of allocated amount
- Vendor invoices unmatched to a PO for more than 7 days