🏅 Vendor Rating Sheets
This page describes the full workflow with vendor rating sheets: from browsing the list, through creating and generating ratings, to approving results.
📋 Sheet list
The 🏅 N24VR - Vendor Rating Sheets page is the central point for managing rating sheets.
The list displays the following columns:
| Column | Description |
|---|---|
| No. | Sheet number (from number series or manually assigned) |
| Date From | Start of the evaluation period |
| Date To | End of the evaluation period |
| Status | Draft or Approved |
| Description | Optional sheet description |
From the list you can create a new sheet or open an existing one by navigating to the sheet card.
📄 Rating sheet card
After opening a sheet, the 🏅 N24VR - Vendor Rating Sheet card is displayed.
Sheet header
| Field | Description |
|---|---|
| No. | Sheet number. If a number series is defined in setup, it fills automatically. Otherwise, it must be entered manually. |
| Date From | Start of the period for which purchasing documents will be analyzed. |
| Date To | End of the evaluation period. When creating a new sheet, both date fields are automatically populated based on the formula from setup (e.g. -3M from the work date). |
| Status | Draft — the sheet is editable. Approved — the sheet is locked, with a timestamp and information about who approved it. |
| Description | Optional comment for the sheet. |
| Rated Vendors Count | Number of vendors rated in the current sheet. Calculated automatically based on sheet lines. |
| Created By | User name who created the sheet (automatic field). |
Sheet creation process
- Create a new record on the list — the system automatically fills in the evaluation period.
- (Optional) Change dates or fill in the Description field.
- Run the Generate Rating action.
- After lines are generated, review vendor results.
- If needed, add a comment or adjust the Final % field.
- Finally, change the sheet status to Approved.
The generator can be run multiple times for the same sheet, each time with different filters or options.
🪄 Vendor Rating Generator
After running the Generate Rating action, the request page of the 🪄 N24VR - Vendor Rating Generator report opens.
Generator options
Default option values are taken from the module setup, but you can change them for the current run.
| Field | Option | What it does |
|---|---|---|
| Rated Vendor Handling | ➡️ Keep Existing Ratings |
Vendors that already have a line in the sheet are not changed. |
| Rated Vendor Handling | 🔄 Overwrite Existing Ratings |
Existing lines are recalculated and overwritten with new results. |
| Vendor Visibility | 🌕 Show All |
The generator includes all vendors regardless of missing data. |
| Vendor Visibility | 🌗 Hide When Some Criteria Are Empty |
Skips vendors if at least one criterion is missing. |
| Vendor Visibility | 🌑 Hide Only When All Criteria Are Empty |
Skips vendors only when all criteria are missing simultaneously. |
| Skip Blocked Vendors | (enabled / disabled) | When enabled, the generator skips vendors that have a filled Blocked field on the vendor card. The default value is taken from the module setup. Details: Skipping blocked vendors. |
Request page filters
Since the generator is a Business Central report, the request page has a standard filters tab. This allows narrowing the calculation scope to a specific vendor, vendor group, or other criterion from the Vendor table.
Filters apply to the current run only — they do not change module settings.
When to use which option
| Scenario | Recommended settings |
|---|---|
| First data analysis | 🌕 Show All + 🔄 Overwrite Existing Ratings |
| Recalculation after data correction | 🔄 Overwrite Existing Ratings |
| Adding new vendors without changing already rated ones | ➡️ Keep Existing Ratings |
| Report only for vendors with complete data | 🌗 Hide When Some Criteria Are Empty |
| Skipping blocked vendors | Enable Skip Blocked Vendors — the system will skip vendors with a filled Blocked field on the vendor card |
📊 Sheet lines — rating results
After running the generator, lines with results for individual vendors appear in the lower part of the sheet card.
Line columns
Column visibility depends on which criteria are enabled in the rating criteria setup. Column names correspond to the labels defined in criterion settings.
| Column | Description |
|---|---|
| Vendor No. | Vendor code from the vendor card |
| Vendor Name | Vendor name |
| On-Time Percentage | Percentage of purchase receipt lines delivered on time (taking tolerance into account). |
| Quantity Percentage | Percentage of quantity accuracy between received and ordered quantities. |
| Manual Entry Percentage | Average result of manual entries from the FactBox for the given period (1–5 scale converted to 0–100%). |
| Complaint-Free Percentage | Percentage of delivered quantity not covered by a purchase credit memo or return (the Complaint-Free criterion). |
| Price Efficiency Percentage | Result of comparing invoice prices with the reference price based on the selected price comparison method. |
| Final % | Weighted average of available criteria. The field is editable — the result can be manually adjusted. |
| Rating Classification | Vendor class (A–E) assigned based on the classification mapping. |
| Classification Status | Vendor status (Approved, Conditional, Warning, Blocked) resulting from the classification. |
| Notes | Text field for rating justification or notes. |
Tip
Additional columns available via page Personalization:
- Calculated Final % — original result calculated by the generator (useful when Final % has been manually adjusted).
- Notes — hidden by default to fit more percentage columns on screen.
Note
The generator calculates data only for enabled criteria. Disabled criteria do not appear as columns on the sheet and do not affect Final %.
Color coding
Percentage values in sheet lines are automatically color-coded based on the rating classification mapping. The system checks which percentage range a criterion value falls into and applies the color assigned to that range in the mapping configuration.
Colors, percentage ranges, and class assignments are fully configurable — details in the Row colors section.
If a value does not fall within any defined range or data is unavailable, the row is displayed without formatting.
Drilldown to source data
From percentage values you can navigate to details:
- On-Time Percentage and Quantity Percentage → opens a filtered list of posted purchase receipt lines for the vendor and period,
- Manual Entry Percentage → opens the list of manual entries for the vendor in the sheet period,
- Complaint-Free Percentage → opens a filtered list of posted purchase credit memo lines for the vendor and period,
- Price Efficiency Percentage → opens a filtered list of posted purchase invoice lines for the vendor and period.
This enables quick verification of which documents a vendor's result is based on.
🔒 Sheet statuses and approval
| Status | Meaning |
|---|---|
| Draft | The sheet is editable — you can generate ratings, modify lines and comments. |
| Approved | The sheet is formally closed. The system records the date and approving user. Sheet deletion is blocked. |
To reopen an approved sheet, use the Reopen Rating Sheet action — the sheet returns to Draft status, and approval data (date and user) is cleared.
Important
Reopening a sheet permanently deletes the saved AI Summary (if one was previously generated). To get a new summary, you need to re-approve the sheet and run the AI Summary action.
Note
Changing status to Approved is only possible after at least one vendor line has been generated.
What status changes cause
| Action | Effect |
|---|---|
| Approve Rating Sheet | Locks line editing, records date and approving user, blocks sheet deletion, enables the AI Summary action. During approval, the system displays a progress bar showing processed vendors. |
| Reopen Rating Sheet | Restores editing, clears approval data (date and user), deletes AI Summary, propagates status to lines. During reopening, the system displays a progress bar showing processed vendors. |
📌 FactBox panels
On the rating sheet card, in the right-side panel, two information panels are available linked to the currently selected vendor line.
Vendor documents and inventory
The panel displays the count of vendor's purchasing documents in the evaluation period (defined by the header dates):
| Indicator | Description |
|---|---|
| Posted Purchase Receipts | Number of purchase receipts in the evaluation period. |
| Posted Purchase Invoices | Number of purchase invoices in the evaluation period. |
| Posted Purchase Credit Memos | Number of purchase credit memos in the evaluation period. If exceeding 5 — displayed in red. |
| Vendor Inventory | Number of item ledger entries linked to the vendor in the evaluation period. |
Each indicator is clickable — clicking opens a filtered list of the corresponding documents.
Previous approved final rating
The panel shows the result from the last approved rating sheet for the same vendor (excluding the current sheet):
| Field | Description |
|---|---|
| Rating % | Final percentage result from the previous sheet, with a color-coded block indicator. |
| Rating Date | Approval date of the previous sheet. |
| Rating Classification | Vendor class from the previous sheet (A–E). |
| Classification Status | Classification status from the previous sheet. |
If no previous approved sheet exists for the vendor, the panel displays an informational message.
Vendor feedback
The Vendor Feedback panel displays comments from manual entries for the selected vendor in the sheet period. The panel includes only manual entries that have a filled Vendor Feedback field — entries without a comment are skipped.
By default, only the Feedback column is visible. Additional columns — Date and Manually Rated By — are hidden but can be enabled via page Personalization.
The panel enables a quick review of rating notes and justifications without leaving the sheet card.
✨ AI Summary
On the card of an approved rating sheet, the AI Summary action is available, which generates an automatic summary of vendor rating results using Azure OpenAI.
How AI Summary works
- Open an approved vendor rating sheet.
- Run the AI Summary action from the action bar.
- The system displays a progress dialog informing about successive stages:
- Collecting data for AI analysis…
- Analyzing data with AI engine…
- Generating charts…
- Finalizing summary…
- The system collects data from all sheet lines (criterion results, classifications, statuses) and — if available — data from the previous approved sheet (for trend analysis).
- Data is processed by the AI model, which generates a summary report.
- The generated summary is saved in the sheet and opens in a separate window.
On the next opening of the AI Summary action, the saved summary is displayed without regenerating.
Note
The AI Summary action is available only for sheets with Approved status. It requires a configured AI connection in the module setup.
What the AI report contains
The summary consists of five sections:
| Section | Description |
|---|---|
| Overview | Donut chart with A–E class distribution and a brief description of vendor base health. |
| Actions Required | List of vendors requiring attention — prioritized by status, class, and business impact. |
| Positive Highlights | Best vendors and those with the greatest improvement compared to the previous period. |
| Systemic Observations | Patterns repeating across multiple vendors (e.g. common data gaps). |
| Tip — Missing Data | Information about criteria without data with recommendations for completion. |
Trend analysis
If a previous approved rating sheet exists, the system automatically includes historical data in the AI context. The summary compares current results with previous ones and highlights:
- vendors where results declined,
- vendors where improvement is visible,
- trends for individual criteria.
If no historical data is available, the trend section is skipped.
Regenerating the summary
The AI Summary is saved in the sheet. Reopening the sheet (Reopen Rating Sheet action) permanently deletes the saved summary. To generate a new one — e.g. after data correction or AI model change — re-approve the sheet and run the AI Summary action.
Tip
The report is generated in the user's Business Central interface language. If the interface is set to English, the summary will be in English.