Vendor Master and Spend Template Instructions

🗂️ Vendor Master Tab: Why These Fields are Required

Providing complete and accurate data in the Vendor Master tab is essential to ensure high-quality supplier matching and reliable downstream reporting. Here’s why each field is critical—and how missing information can affect results:

🔑 Internal Supplier ID

Why it’s important:
This field is your unique internal identifier for each supplier. It allows us to tie matched suppliers back to your source system, helping differentiate between suppliers with similar or duplicate names or addresses.

What happens if it’s missing or incomplete:

• A missing or incorrect ID can result in duplicate entries or prevent proper aggregation of spend under one supplier.
• If the field is completely blank, we cannot process that supplier row.
   

🏢 Company Name

Why it’s important:
This is the primary driver of the supplier match process. It tells us which organization we should be identifying and matching in our system.

What happens if it’s missing or incomplete:

• A vague or partial name (e.g., “Premium”) might match to the wrong supplier or result in no match at all.
• Without a company name, we cannot proceed with matching, and the supplier row will be excluded.
   

📍 Complete Address

Why it’s important:
Adding the full address—street, city, state, zip/postal code, and country—greatly improves our ability to match the correct supplier, especially when names are common or similar. The more complete the address, the more confident and accurate the match.

What happens if it’s missing or incomplete:

• Missing address components reduce the chance of a match, especially when company names are ambiguous.
• A blank address forces us to rely only on the company name, which significantly limits accuracy and may result in no match.
   

🌐 Website Domain

Why it’s important:
A valid website domain provides an additional data point to confidently identify the correct supplier. It’s particularly helpful when company names and addresses are not distinctive enough on their own.

What happens if it’s missing or incomplete:

• While not mandatory, omitting the domain removes a powerful identifier that can enhance match precision—especially for global or less uniquely named suppliers.
   

✅ Summary

Ensuring completeness across these fields enables:

• More accurate supplier matches
• Faster and smoother processing

• Better spend visibility and reporting

💰 Spend Data Tab: Why These Fields are Required

The data provided in the Spend Data tab plays a crucial role in how we match suppliers, prioritize quality assurance (QA), and support diversity reporting. Here’s why each field is essential—and what happens when information is incomplete:

🔑 Internal Supplier ID

Why it’s important:
This is the unique identifier you use to track each supplier in your internal systems. It helps us connect your spend data to the correct supplier profiles, even when names or addresses may be similar or duplicated.

What happens if it’s missing or incomplete:

• An incomplete ID may be treated as a unique supplier, leading to fragmented spend records.
• If the ID is blank, the entire supplier row cannot be processed—resulting in missing data in your reporting.

 

💵 Spend Amount

Why it’s important:
Spend amounts help us determine the total value of your transactions with each supplier. This enables us to:

• Accurately consolidate supplier records
• Focus QA efforts on your highest-spend suppliers—which are most likely the most important to your organization

What happens if it’s missing or incomplete:

• We won’t be able to reliably identify your top spend suppliers.
• QA will default to prioritizing suppliers by revenue (not spend), which may not reflect your internal priorities or business impact.

Alternate to providing spend:

• If your organization does not allow you to provide spend information, you can provide a value in this column of High/Medium/Low.  This will allow us to focus our QA efforts on your high value suppliers

📅 Spend Dates

Why it’s important:
Spend dates help us determine when a supplier was paid—which is essential for assessing diversity qualification. For example, if a supplier became certified in March 2025, only payments made after that date would qualify as diverse spend.

What happens if it’s missing or incomplete:

• If only general dates (e.g., year or quarter) are provided, we’ll need to follow up with you to confirm exact spend dates.
• This creates delays and may prevent us from including certain suppliers in your diversity reporting altogether.
  
   

✅ Summary

Accurate and complete data in these fields helps us:

• Match suppliers correctly
• Prioritize what matters most to you
• Support compliance and diversity goals with minimal rework
   

We recommend reviewing these fields for completeness before submitting to ensure the most accurate and efficient processing possible. 

Download the Vendor Master & Spend template below.

• TealBook Supplier Master and Spend Template - V.1.2.7 (2).xlsx50 KB