Learn about the insights & summaries available when capturing your expenditure in the Spend Module
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Sections in this Article
Spend Fields & Definitions
Vendor Summaries/Calculated Fields
Where to find the Dashboards, Summaries & Reports
NB. This section will give you an overview of the reporting & insights available once you have fully configured & populated your Spend module.
To get started with the setup of this module, you can jump to this article & begin following the guidance there
Definitions
All Core Spend Fields
What are they?
Metadata values you can populate to capture key information about your expenditure
In Gatekeeper, "Core fields" are those that come prebuilt & cannot be removed from the data model
All fields marked with an asterisk* are mandatory & require to be populated for a Contract or Supplier record to be successfully created
| Field Name | Data Validation | Additional Information |
| Vendor* | Name of Vendor from repository | Must match an existing Vendor record |
| Date* | dd/mm/yyyy | Date that the payment/expense was made |
| Currency* | 3-letter currency code | Must have already been configured in your tenant |
| Amount* | Decimal value | |
| Contract | Contract Name (contract must be linked to the Vendor) | Name of an existing Contract record - if Reconciliation is enabled, Spend will be automatically linked to Contracts for Vendors with only 1 Contract |
| Indirect Vendor | Name of Vendor from repository | Capture if you want to note the effective service provider (e.g. if your main vendor is a reseller)† |
| External ID | Text limited to 200 characters | |
| Account Code | Text limited to 200 characters | |
| Description | Text limited to 20,000 characters |
† For Example, if buying laptops from an office-supply vendor, you could list "Apple" as the Indirect Vendor since they are ultimately providing the goods, but you are not directly paying them
Spend Summary Fields
What are they?
Automatically calculated metadata fields designed to give you quick insights about your expenditure
Found in: Vendor Records Summary Tabs & Vendor Repository List Views
| Field | Details/Definition |
| Forecast: Contract Annual Value |
Forecast/Expected expenditure with the the Vendor for the current annual period Calculated from the Sum of the "Annual Values" from all Pipeline/Live Contracts linked to the Vendor ✅ |
| Annual Direct Spend: All Entries |
Calculated from the sum of all Spend entries in current period |
| Annual Direct Spend allocated to Contracts | Calculated from the sum of all Spend entries in the current period which have also been linked to a Live Contract record |
| Direct Spend |
Expenditure in the current annual Spend Period Calculated from the sum of all direct Spend for the current Vendor in the current annual Spend Reporting period |
| Annual Direct Spend All Entries less Forecast |
Remaining expected budget for the current annual period Calculated from the Sum of all Direct Spend from the current reporting period minus the sum of the "Annual Values" from all Live Contracts ("Forecast: Contract Annual Value") |
| Indirect Spend |
Spend which has been paid to another vendor but the current vendor is involved in the provision of the goods/services Calculated from the Sum of all Spend Entries within the current Spend period where the current vendor is listed as the Indirect Vendor |
| Annual Direct Spend allocated to Contracts less Forecast |
Estimated remaining budget for Contracted Spend Calculated from the sum of *all Spend entries in the current period which have also been linked to a Live Contract record minus the sum of the "Annual Values" from all Pipeline/Live Contracts ("Forecast: Contract Annual Value") |
| All Time Spend | Sum of all Spend entries, regardless of linked-Contract status, Spend Period, past or future date, Direct or Indirect |
NB.
Spend Linked to Pipeline/Archived contracts will be excluded from all these Calculations
All calculations (except All Time Spend) will not include Spend dated in the future since Gatekeeper assumes this has not actually occurred yet
Example Vendor Spend Summary, within the Data tab:
Spend Dashboard
What is it?
A dashboard showing you summaries & insights about the Spend records across all Vendors stored in Gatekeeper
Who can view this?
Only users with the "All" Role Permission
Upper-Dashboard Summaries
| Summary Title | Definition/Details |
| Forecast Spend | Sum of Annual Value for all Live Contracts |
| Actual Spend | Sum of all Spend records (in the current Annual Reporting period) |
| Direct Spend | Sum of all Spend records only counting for the Direct Vendor |
| Indirect Spend | Sum of all Spend records for Vendors who are listed as the Indirect Vendor |
| Vendor Overspend | Number of Vendors where Spend has surpassed the sum of their Contract Annual Values |
| Contract Overspend | Number of Contracts where Spend has surpassed Annual Value |
Dashboard Graphs
| Chart Title | Definition / Details |
| Spend by Vendor | A list of (up to) 12 of your top Vendors by Contract Annual Value |
| Spend by Vendor Type | A comparison of all your Spend using surface area to represent the percentage being spend with Vendor types |
| Actual vs Forecast |
A meter showing remaining budget by comparing how much you've spent (Actual) vs how much you may spend Sum of Contract Annual Values ➡️ Forecast |
| Direct vs Indirect | Comparison of how much is being spent directly with service providers vs with resellers |
| Spend Under Contract | Comparison of how much Spend has been allocated to a Contract vs how much is only connected to a Vendor record |
Vendor Spend Summaries
Vendor "Data" Tab Summary
Once you have added Spend records to a vendor, Gatekeeper will instantly be able to start providing insights for those vendors. While viewing their core metadata on the Data tab, you will get some calculations from the Spend entries
See the above definitions section for a walkthrough of these calculations
Vendor Spend Tab
This is a list of all Spend records linked to a specific Vendor
This view is also where Administrator users can manually add or update a Vendor's Spend records
NB. Spend Entries will not show in the tab of the Indirect Vendor
Repository List Columns
When viewing your Vendors in the repository, some of the calculations & summaries are available to be selected as columns. If these insights are useful to you, you can enable them for your list view (see below gif) then store & label this as a new Saved View
To learn more about creating a saved view, see 📖 Configuring Contract & Supplier views
"Contract Encumbrances" Report
In the Reports menu, Gatekeeper provides a view to see all Contract-linked Spend for various date periods so you can review (and export) information around forecast & actual expenditure
Additional Reading 📚
📖 Spend Module Configuration Guide
Learn how to configure & customise the Spend module to get the best insights into to your vendor expenditure
Learn how to configure the SuiteApp - our native integration with NetSuite which can be used to create Spend in Gatekeeper from paid Bills/POs