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Procurement Analysis sample for Power BI: Take a tour

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The Procurement Analysis built-in sample contains a dashboard, report, and dataset that analyzes a manufacturing company's spending on vendors by category and location. In the sample, we explore these areas:

  • Who the top vendors are
  • What categories we spend the most on
  • Which vendors give us the highest discount and when

Dashboard for the Procurement Analysis sample

This sample is part of a series that shows how you can use Power BI with business-oriented data, reports, and dashboards. It was created by obviEnce with real data, which has been anonymized. The data is available in several formats: built-in sample in the Power BI service, .pbix Power BI Desktop file, or Excel workbook. See Samples for Power BI.

This tutorial explores the Procurement Analysis built-in sample in the Power BI service. Because the report experience is similar in Power BI Desktop and in the service, you can also follow along by using the sample .pbix file in Power BI Desktop.

You don't need a Power BI license to explore the samples in Power BI Desktop. If you don't have a Power BI Pro or Premium Per User (PPU) license, you can save the sample to your My Workspace in the Power BI service.

Get the sample

Before you can use the sample, you must first download it in the Power BI service, or get the .pbix file or Excel workbook.

Get the built-in sample

  1. Open the Power BI service (app.powerbi.com), sign in, and open the workspace where you want to save the sample.

    If you don't have a Power BI Pro or Premium Per User (PPU) license, you can save the sample to your My Workspace.

  2. In the bottom-left corner, select Get data.

    Select Get data.

  3. On the Get Data page that appears, select Samples.

  4. Select Procurement Analysis Sample, and then choose Connect.

    Connect to sample

  5. Power BI imports the built-in sample, and then adds a new dashboard, report, and dataset to your current workspace.

    Procurement Analysis Sample entry

Get the .pbix file for this sample

Alternatively, you can download the Procurement Analysis sample as a .pbix file, which is designed for use with Power BI Desktop.

Get the Excel workbook for this sample

If you want to view the data source for this sample, it's also available as an Excel workbook. To see the raw data, enable the Data Analysis add-ins, and then select Power Pivot > Manage. To download the eight original Excel files, see Explore the Excel samples in Excel.

First, let's look for trends in spending by category and location.

  1. In the workspace where you saved the sample, open the Dashboards tab, then find the Procurement Analysis Sample dashboard and select it.

  2. Select the dashboard tile, Total Invoice by Country/Region, which opens to the Spend Overview page of the Procurement Analysis Sample report.

    Spend Overview page

Note the following details:

  • In the Total Invoice by Month and Category line chart, the Direct category has consistent spending, Logistics has a peak in December, and Other has a spike in February.
  • In the Total Invoice by Country/Region map, most of our spending is in the United States.
  • In the Total Invoice by Sub Category column chart, Hardware and Indirect Goods & Services are the biggest spend categories.
  • In the Total Invoice by Tier bar chart, most of our business is done with our tier 1 (top 10) vendors. Doing so enables us to manage better vendor relationships.

Spending in Mexico

Let's explore the spending areas in Mexico.

  1. In the Total Invoice by Country/Region map, select the Mexico bubble. Notice that in the Total Invoice by Sub Category column chart, most spending is in the Indirect Goods & Services sub category.

    Select Mexico in Spend Overview page

  2. Drill down into the Indirect Goods & Services column:

    • In the Total Invoice by Sub Category chart, select the drill-down arrow Drill-down arrow in the upper-right corner of the chart.

    • Select the Indirect Goods & Services column.

      As you can see, the highest spending by far is for the Sales & Marketing subcategory.

    • Select Mexico in the map again.

      For Mexico, the biggest spending is in the Maintenance & Repair subcategory.

      Indirect Goods & Services drill-down for Mexico

  3. Select the up arrow on the upper-left corner of the chart to drill back up.

  4. Select the drill-down arrow again to turn the drill-down feature off.

  5. In the top nav pane, select Procurement Analysis Sample to return to the dashboard.

Evaluate different cities

We can use highlighting to evaluate different cities.

  1. Select the dashboard tile, Total Invoice, Discount % By Month, which opens to the Discount Analysis page of the Procurement Analysis Sample report.

  2. In the Total Invoice by City tree map, select each city in turn to see how they compare. Notice that almost all of Miami's invoices are from tier 1 vendors.

    City vs discount % by tier

Vendor discounts

Let's also explore the discounts available from vendors, and the time periods when we get the most discounts:

  • Are the discounts different each month or do they remain the same?
  • Do some cities get more discounts than others?

Discount analysis page

Discount by month

If you look at the Total Invoice and Discount % by Month combo chart, we see that February is the busiest month, and September is the least busy month.

Look at the discount percent during these months: when volume increases, the discount shrinks, and when volume is low, the discount increases. The more we need the discount, the worse of a deal we get.

Total Invoice and Discount % by Month chart

Discount by city

Another area to explore is the discount by city. Select each city in turn in the tree map and see how the other charts change:

  • St. Louis had a large spike in total invoices in February and a large dip in discount savings in April.
  • Mexico City has the highest discount percentage (11.05%) and Atlanta has the smallest (0.08%).

Discount graphs for Mexico City

Edit the report

Select Edit report in the upper-left corner and explore in Editing view:

  • See how the pages are made.
  • Add pages and charts based on the same data.
  • Change the visualization type for a chart; for example, change the tree map to a donut chart.
  • Pin charts to your dashboard.

Next steps: Connect to your data

This environment is a safe one to play in, because you can choose not to save your changes. But if you do save them, you can always select Get data for a new copy of this sample.

We hope this tour has shown how Power BI dashboards, Q&A, and reports can provide insights into sample data. Now it's your turn; connect to your own data. With Power BI, you can connect to a wide variety of data sources. To learn more, see Get started with the Power BI service.