Uploading Spend Data

Vendorful's spend upload page allows you to upload spending data into Vendorful so that it can be associated with vendor records you are tracking on the platform. In this guide we'll show you where to go to do this, how to prepare a spreadsheet for upload, and how you can tag spend data to be used with Vendorful's reporting features. 

The Spend Data Page

The spend data page is easily found by going to your Vendor management page ( Vendors > Manage Your Vendors) and then clicking the Money Button. Note: This button requires the user to have the "View All Spend Data" permission. Users without this permission will not see this button and will not be able to access the spend data page. 

On this page you will see a list of all spend data that has been uploaded to Vendorful. Users who also have the "Manage All Spend Data" permission will also have the option to delete or edit spend data rows using the X or pencil icons respectively. Any information can be edited on a spend data row with the exception of which vendor that row is associated with. If you need to edit this, it is probably best to just delete this row and upload a new entry for the correct vendor. 

Let's take a look at the bottom of the page where we are able to upload our data. First, we'll need to select our spreadsheet we would like to upload. In general, accounting software will have "export to spreadsheet" functionality. Once exported, the data in file can be further enriched with custom data, which we'll cover later in this guide. For now, we'll focus on the basic. The following image is an example of a simple spreadsheet that contains the 3 fields required for a valid upload. Those are the following:

Vendor Identification -  This field will be used to tie the vendor listed in your spreadsheet to their vendor record in Vendorful. Note: This column should be labeled Vendor ID. This is the only column that has a required column name and it must map to a unique identifier.. The data in this column should reflect a Vendor Attribute that is being used to identify your vendors. If you are unfamiliar with Vendor Attributes and Templates refer to this page: Creating Vendor Templates. You will need to have an attribute that all vendors have in order to identify them in your spend data. And since the value of this attribute must be unique, many organizations will use a Tax ID or some similar value.

Spend Amount - The amount for the transaction listed in that row. Note: This number should not be formatted as currency. The default currency used is the US dollar ($), but other currencies can be specified via a separate column. That is not a required field, however. 

Transaction Date - The date of the transaction. 

The first row of our upload spreadsheet should be labeled for each column. You don't have to name them exactly as they are listed here, but they should be clear identifiers that you can easily select from a dropdown. 

This is our spreadsheet for a small batch of spend data. I have all of my columns labeled at the top. Vendor Name is not a necessary column but is provided for clarity in this example spreadsheet. We recommend that you do the same as it's far easier for a human to understand than a Tax ID. Each of my vendors in Vendorful has an attribute I've called Vendor Identification Number, which again, is how we will link the data in the spreadsheet to our vendor records. This has been labeled with the required column header of Vendor ID. I also have my raw numbers in the Spend column as well as the the transaction dates in the Date column. With everything in order here, we are ready to upload the file. 

Click the Select File button at the bottom of the page and choose your file to upload. 

With our file selected, the form pictured above will appear. This is where we will begin to select our spreadsheet fields to associate with the appropriate fields in this form. The first field we should select is the first long input for choosing which Vendor Attribute will serve as our identifier. I'll be selecting my Vendor Identification Number here. Next, we'll want to select Vendor ID for the Vendor ID dropdown. If there are no options here, then something has gone wrong with the spreadsheet upload and you'll want to verify your column headers. Once these fields are selected, the table should populate with rows showing the vendor name in the Retrieved Vendor column. If your rows have filled in with vendor names, it means your data was matched with the associated vendor in Vendorful. 

If everything looks ok, then we can go ahead and select our Spend Column for the Transaction Amount field and the Date column for Transaction Date. With everything selected, our table should populate with the data from the spreadsheet. 

The last thing required to upload the data is to select which rows we want to upload using the checkboxes on the left side of each row. These can be selected individually or you can select all rows using the checkbox next to Retrieved Vendor. With the desired rows selected, the Insert button will become available and can be clicked to upload the data. 

Tagging Your Data

The previous example only included required information. You can also include up to 3 custom tags in your data in order to better organize it and make it for valuable  with Vendorful's reporting features. The process is similar to the required fields. Include the tag with a column header (no required name here) and your labels in that column. You will use this column header to select the tag in one of the Tag fields in the upload form. 

For example: If I wanted to separate my spend data between sources that are internal to my company and external sources, I could create a Source column in my spreadsheet. Each row I want to tag could then be labeled as Internal or External. Once selected on the upload form this label will be reflected in the table. 

Again, you can include up to three tags and then leverage the tags in a "Cross-tab Report." For example, imagine a multi-national company tagged its transactions with the relevant country and material. In the Cross-tab Report, a user could see a breakdown of spend by country, by material, and via a combination: by material by country.

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