Spend Module Configuration Guide

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 Safeguard Compliance

Estimated Read Time: 10 minutes

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Sections in this article:

• Introduction
• Configure the Spend Module
  • Enable the Module
  • Enable Automatic Reconciliation
  • Enable Project Spend
• Customise the Spend Module
  • Change the Annual Calculation Period
  • Amend Spend Core Field Labels
  • Add Custom Spend Fields
• Automate Spend Imports
  • Add Spend via Zapier
  • Add Spend via the API
  • Add Spend via NetSuite Integration
• Appendix: Core Spend Fields
• FAQ
• Additional Reading

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Introduction

The Spend add on module allows you to track actual and expected contract expenditure in detail. It extends Gatekeeper's core functionality by enabling you to record and report on individual payments linked to vendors and contracts. While the Annual Contract Value core field provides a useful estimate for high-level overviews, it isn't designed for accurate financial tracking. The Spend module fills this gap by offering more granular, actionable spend data.

Configure the Spend Module

Enable the Spend Module

Once Spend has been added to your subscription, the module can be enabled by Administrators with the Configuration additional permission:

1. From the navigation menu, expand Modules then click Spend.
2. Switch on the  Enabled toggle under Spend Module Configuration.
   

Enable Automatic Reconciliation

The Spend module's reporting pages include insights based on contracts linked to spend records. Linking contracts to a spend record manually can add complexity, therefore, you can enable a setting that will automatically link spend to contract records.

When this setting is active, Gatekeeper will auto-link imported spend (via CSV or API) to a contract, as long as the associated vendor has only one live contract. In this case, the system assumes the spend relates to that contract and links it automatically.

The example below shows a spend record being added via bulk import which automatically links to the vendor's only contract record after the import is completed.

To enable this:

1. From the navigation menu, expand Modules then click Spend.
2. Under Reconciliation, switch the toggle to Auto.

Enable Project Spend

If you are using Projects to track sets of contract/vendor relationships, you can leverage Spend to include a budget for the Project.

To enable this:

1. From the navigation menu, expand Modules then click Spend.
2. Switch on the  Enabled toggle under Project Contract Spend.

Once enabled, a Spend Status summary will show on the Project dashboard to give you visibility of available budget.

Customise the Spend Module

Change the Annual Calculation Period

When adding spend records, the Date is a mandatory field. This determines how Gatekeeper calculates spend insights, helping you track and plan your budgets effectively. Therefore, you’ll need to decide which dates are included in these calculations for any spend dashboards/summaries:

• 12-Month Rolling - Includes spend records dated within the last 365 days. This is useful for ongoing, up-to-date budget tracking.

• Calendar Year- Includes spend records from 1 January of the current year up to the current date. This is useful for organisations that align budgets with the calendar year.

• Custom - Pro-Rata - Functions like Calendar Year, but lets you define the start date.
  For example, if your financial year begins on 5 April, you can enter this so that spend records from that date to the current date will be included.

• Custom – Full Year - This also allows you to set your financial year start date. However, this option includes only records from the last complete financial year based on the dates you define.

To set this:

1. From the navigation menu, expand Modules then click Spend.
2. Under Annual Calculation, click Change.
3. Select the appropriate option from the dropdown menu, then click Save.

Amend Spend Core Field Labels

Some spend calculation labels may not match how your organisation classifies spend. If needed, you can update the names of the core spend fields to make them clearer for users.

1. From the navigation menu, expand Modules then click Spend.
2. Under Customise Labels, expand the 3 dots on the relevant label then select Edit.
   
3. Enter the revised label then click Save.

Add Custom Spend Fields

You can add custom data fields against your spend records to store any additional information that your organisation requires. For example, you could add fields to record the Expenditure Category, Payment Source Account, or Payment Type.

Custom Data is structured using two key concepts: Groups and Fields.

• A Group acts as a top-level category that organises related fields.
• Fields are the specific data points collected within each group.

To add a custom group: 

1. From the navigation menu, expand Settings, then click Configuration.
2. Click Custom Data.
3. Click Add, then select Add Custom Group.
4. Enter a title. 
5. Select Spend from the Allocated to dropdown list.
6. Complete the optional fields as needed.
7. Once finished, click Save.

To add a custom field: 

1. Open the Custom Group and click Add New Custom Field.
2. Enter a unique label for the field.
3. Select the field type. 
4. Complete the optional fields as needed.
5. Once finished, click Save. 

Automate Spend Imports

After importing all current and historical spend data into Gatekeeper, you can leverage the integration methods below to reduce manual effort and minimise inconsistencies between systems. As spend data may be recorded in third party finance or ERP systems, you can integrate these with Gatekeeper to ensure that records are automatically updated.

Alternatively, you can perform a bulk import on a regular schedule (e.g. once per month/quarter) to keep records up-to-date.

Add Spend Via Zapier

Zapier is a web-based, self-service integration tool. You can use it to create Zaps, i.e. automated workflows that move data from your financial system into Gatekeeper based on rules you define.

Add Spend via the Gatekeeper API

You can use our open API to push data into Gatekeeper, or pull data from it, as needed.

Add Spend via NetSuite Integration

When you have connected our native NetSuite integration, you can automatically push paid invoices back to Gatekeeper as a spend record.

📘 Appendix: Core Spend Fields

The table below outlines the fields available as part of the core spend model.

 

 

FAQs 💬

Q: What happens if we add spend records dated in the future?

A: Future-dated spend entries are valid and can be added. However, they will not appear in summaries, dashboards, calculations, or reports until the specified date has passed - except in the All Time Spend field, where they are included.

Q: How frequently is data updated via the Gatekeeper Suiteapp connection?

A: Data is updated hourly.

Q: Do spend records need to be linked to contract records?

A: No. Spend only needs to be linked to vendors. However, many insights provided by the Spend dashboards and calculations are greatly improved by linking them to contracts where possible.