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Add Spend Data

This article describes the process for creating spend records manually via the user interface, and en masse via bulk import.

Safeguard Compliance

Estimated Read Time: 4 Minutes

Sections in this article:


    Create Spend Records via the User Interface

    To add spend data against a vendor record:

    1. Click Vendors from the navigation menu.
    2. Click the vendor you want to apply spend to. This will open the record.
    3. Click Add, then select Spend.
      add spend
    4. Populate the fields according to your requirements, then click Save.

    Bulk Import Spend Data

    To bulk import spend data:

    1. Click Vendors from the navigation menu.
    2. Click Add, then select Import Spend.
    3. Click Download Template to download a blank version of the import template.
      import template
    4. Populate the file with the relevant data, ensuring all mandatory fields are completed. Detailed instructions are available on the page within Gatekeeper, including field by field import rules.
    5. Return to Gatekeeper and click Choose File to locate your import file.
    6. Once your file has been chosen, click Upload.
    7. Review the Summary then click Import Data to finalise the import.

    Important: It is not possible to update spend data en masse via import. This must be completed line item by line item.

    Spend Field Descriptions

    The table below outlines the fields available when creating a spend record:

    Field Description
    *Date The date that the spend occurred on.
    *Currency The currency the spend value is in.
    *Amount The value of the spend.
    *Vendor When spend records are added manually via the UI, selecting the vendor from a list isn't required. For imported data, the vendor name must be entered.
    Contract To associate spend with a specific contract, select the relevant record from the dropdown list. The contract must be allocated to the vendor.
    Indirect Vendor If you would like to capture spend against any indirect vendors, select the vendor from the list. For example, if an Apple Mac is purchased from a local computer store, the store would be the direct vendor and Apple is the indirect vendor.
    External ID Use this field to match the spend item with an ID from an external system.
    Account Code The account code of the spend item.
    Description A description of the spend item.

    Mandatory fields are marked with an asterisk*.