Add Spend Data
This article describes the process for creating spend records manually via the user interface, and en masse via bulk import.
Estimated Read Time: 4 Minutes
Sections in this article:
Create Spend Records via the User Interface
To add spend data against a vendor record:
- Click Vendors from the navigation menu.
- Click the vendor you want to apply spend to. This will open the record.
- Click Add, then select Spend.
- Populate the fields according to your requirements, then click Save.
Bulk Import Spend Data
To bulk import spend data:
- Click Vendors from the navigation menu.
- Click Add, then select Import Spend.
- Click Download Template to download a blank version of the import template.
- 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.
- Return to Gatekeeper and click Choose File to locate your import file.
- Once your file has been chosen, click Upload.
- Review the Summary then click Import Data to finalise the import.
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*.