Getting your data
Everything you need is a vendor list and your actual spend. Grab the templates, pull the two reports (or forward the request below to whoever runs them), and you’re ready to load.
Select your ERP for the two reports that get you there. Menu names vary by version, so treat these as the right report to ask for and confirm the exact path in your environment.
Vendor list report in Accounts Payable — the supplier master with name, address, and tax number (e.g. your AP vendor master list / supplier report).
An AP vendor line-item report of posted invoices for your period (the payables side — FBL1N-style vendor line items, or your standard AP spend report). Export with vendor, company code, posting date, and amount.
The Suppliers list out of Payables, including address and tax ID.
A Payables invoice report — an invoice register or paid-invoice history for the period. This is AP data, not Purchasing.
The vendor list from Lists → Relationships → Vendors, with the view customized to include address and tax ID.
A Vendor Bills / A/P report of amounts actually billed for the period.
The vendor list from Accounts payable → Vendors.
A posted AP invoices / vendor transactions report for the period (not purchase orders).
Your supplier records from Address Book.
The Supplier Ledger / A/P detail of vouchered or paid amounts for the period.
The vendor list from your AP / Purchasing vendors area.
An AP / vendor-activity report of invoiced or paid amounts for the period.
The Vendor Contact List (name, address, tax ID).
“Expenses by Vendor” or “Transaction List by Vendor” for actual expenses and bills (not open POs).
Export your vendor / supplier list — one row per vendor, with name, address, and tax ID.
An AP / invoice “spend by vendor” report of amounts actually billed or paid for the period.
Most people hand this to whoever runs their ERP or AP reports. Copy the request, attach the two templates above, and send it — it spells out exactly what’s needed.
Hi — I'm loading our spend into an analytics tool and need two exports from our ERP. CSV or Excel is fine; I've attached templates. 1) VENDOR MASTER — one row per vendor: vendor number, vendor name, address (street, city, state, ZIP, country), phone, email, tax ID, and website if we have it. 2) SPEND — our ACTUAL spend from AP / invoices (amounts billed or paid, NOT purchase orders) for [the last 24 months]. Please include, per line: vendor number, company / entity, the invoice date (or year + month), and the amount. Summarized by vendor + company + month is ideal; raw invoice lines are fine too and I'll roll them up. If we run more than one system, one export per system works. Thank you!
If your spend export comes out one row per invoice, a two-minute Excel roll-up turns it into the format SpendAware loads — one row per vendor, per company, per month:
The finished spend file looks like this:
| System | Vendor Number | Company | Year | Month | Amount |
|---|---|---|---|---|---|
| SAP | V001234 | Contoso HQ | 2025 | 1 | 12,500.00 |
| SAP | V001234 | Contoso HQ | 2025 | 2 | 9,800.50 |
| ORA | V000099 | West Region | 2025 | 3 | 31,000.00 |
Got your two files? Load them and see your spend in minutes.
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