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Spend Analytics - Uploading spend data

Updated

Spend data is uploaded via an Excel import file. The file must comply with ISPnext's standard import format. After uploading, the system processes the data, which then becomes visible in the Spend Management module.

1. Purpose of this article

Spend Analytics works with data that is periodically uploaded from the ERP system or another source system. This article describes how spend data is provided and uploaded.

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Info:
Uploading spend data is an administrative task and requires the appropriate permissions. If the upload function is not visible, please contact your internal ISPnext administrator.

2. Navigation

Go to:
Admin > Data import > Spend Data Import

3. Preparing the import file

Spend data is provided in an Excel file that complies with ISPnext's standard import format. Download the template via the import page and enter the following details:

  • Supplier name and/or supplier number
  • Invoice date or posting date
  • Amount (excluding VAT)
  • Cost type and/or general ledger account
  • Cost centre and/or business unit
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Please note:
Always use the template available via the import page. Custom Excel layouts are not recognised and will result in an error message when uploading.

4. Uploading data

  1. Go to Admin > Data import > Spend Data Import.
  2. Click Choose file and select the completed import file.
  3. Click Import.
  4. After processing, check that the data has been loaded correctly via Spend > Suppliers.
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Info:
Processing may take some time, depending on the size of the file. If the import gets stuck or an error message appears, please refer to the FAQ article My Spend data import is showing an error, what now?

5. Summary

  • Spend data is uploaded via Admin > Data import > Spend Data Import.
  • Always use the import template available via the import page.
  • After uploading, the data is visible in the Spend Analytics module.
  • In the event of error messages, refer to the FAQ article about import errors.

This guide provides general information for ISPnext customers. The exact setup, permissions and configuration may vary by environment. Involve an implementation consultant where necessary.