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Procurement Data Template
3 worksheets · .xlsx format

Data Requirements

Required Fields (Green) — Minimum fields needed to process a submission: Vendor Name, Amount, and Currency. Without these, transactions cannot be loaded.
Recommended Fields (Blue) — Fields that significantly improve categorization accuracy and enable richer insights. The more descriptive fields provided, the better the results.
Optional Fields (Gray) — Fields that enable advanced analytics such as material-level unit price benchmarking, cost center analysis, and contract compliance tracking.

Field Reference

Column HeaderDescription & Best PracticeStatus
Vendor NameFull legal name of the supplier/vendor. The platform automatically normalizes variations.REQUIRED
AmountTransaction value in numeric format. Currency symbols and comma separators are automatically stripped. Negative values for credits/rebates supported.REQUIRED
Currency3-letter ISO currency code (GBP, USD, EUR, SGD, etc.). Can also be embedded in the Amount column header — e.g., "Amount (GBP)".REQUIRED
DescriptionTransaction or line item description. More detail = better results. The platform derives signals from GL descriptions, categories, and PO text if unavailable.RECOMMENDED
GL DescriptionGeneral ledger account description or cost category name. Often the most reliable classification signal when free-text descriptions are sparse.RECOMMENDED
GL CodeGeneral ledger account code or cost account number. Helps disambiguate similar descriptions and enables GL-level analysis.RECOMMENDED
PO NumberPurchase order number. Enables PO compliance analysis and contract linkage.RECOMMENDED
PO DescriptionPurchase order header description. Often contains more detail than transaction-level descriptions.RECOMMENDED
Invoice NumberInvoice reference number. Supports duplicate detection and invoice-level analysis.RECOMMENDED
Transaction DateDate of the transaction. Any common format accepted (YYYY-MM-DD, DD/MM/YYYY, etc.) — auto-detected and normalized.RECOMMENDED
QuantityNumber of units purchased. Numeric only. Enables unit price calculation, volume analysis, and material-level benchmarking.RECOMMENDED
Unit PricePrice per individual unit. If not available, derived from Amount ÷ Quantity. Enables price variance tracking.RECOMMENDED
UOMUnit of measure: EA (each), KG, L (litre), M (metre), HR (hour), PKG, BOX, ROLL, SET, etc.RECOMMENDED
Cost CenterDepartment or cost center code/name. Enables departmental spend analysis and cross-functional benchmarking.OPTIONAL
Material Group / CodeMaterial group or commodity code (UNSPSC, eCl@ss, or internal). Dramatically improves categorization.OPTIONAL
Material DescriptionDetailed material or item description from ERP line item. Often more specific than transaction descriptions.OPTIONAL
Material ID / SKUInternal part number or SKU. Enables exact item matching for price benchmarking across suppliers.OPTIONAL
Business Unit / EntityLegal entity or business unit name. Useful for multi-entity submissions to enable BU-level reporting.OPTIONAL
Contract ReferenceContract number or reference. Enables contract compliance and spend-under-contract metrics.OPTIONAL
Payment TermsPayment terms (e.g., Net 30, Net 60). Enables working capital analysis.OPTIONAL

Scroll horizontally to see all columns. One row per transaction — this is the format our engine expects.

Vendor NameAmountCurrencyDescriptionGL DescriptionGL CodePO NumberPO DescriptionInvoice NumberTransaction DateCost CenterQtyUnit PriceUOMMaterial GroupMaterial DescBusiness Unit
Company Plc125,000GBPAnnual Salesforce Enterprise CRM license renewal — 250 users — FY2025/26IT Software Licenses4210PO-2025-0892Salesforce annual renewalINV-SA-448212025-04-01IT Department250500EA43231500CRM Software LicenseUK Operations
Company Plc34,500USDDell Latitude 5550 laptops x30 — standard specIT Hardware4220PO-2025-0901New starter laptop orderINV-SR-448352025-04-15IT Department301,150EA43211500Laptop ComputerUS Operations
VZN Limited8,750USDMonthly mobile fleet contract — 200 handsets — March 2025Telecommunications4310PO-2024-3201Mobile fleet contractINV-VF-9912342025-03-31Operations35025EA43221500Mobile ServicesUS Operations
Enterprise Ltd12,500USDProvision of patrolling services and guarding — Site QSecurity Services5110PO-2025-0445Security guard servicesINV-LD-2025-032025-03-31Facilities112,500EASecurity Guard ServicesVehicle Division
Business Ops Ltd285,000GBPBrand ABC full-size bus model PPRZ-103334Vehicle Procurement1410PO-2025-0120Electric bus orderINV-RLL-25-08902025-02-28Fleet1285,000EA25101500Electric vehicleVehicle Division
ABC LLP45,000GBPAnnual external audit fees — statutory audit FY2024/25Professional Services6110PO-2025-0033Statutory auditINV-LLP-2025-44212025-05-15Finance145,000EAAudit ServicesGroup
ABC Engineering18,750EURQuarterly fleet maintenance — brake pad replacement — 25 vehiclesFleet Maintenance3210PO-2025-SG-0445Brake maintenance Q1INV-CD-25-11222025-03-15Maintenance25750EABrake System PartsEU Ops
XYZ Enterprises Pte8,400SGDBus interior handrail replacement parts — stainless steelParts & Components3110PO-2025-SG-0512Handrail parts orderINV-VE-25-03342025-03-22Maintenance50168EA31161500Handrail PartsAsia Ops
Company C Ltd142,000EURVehicle battery electric — depositVehicle Procurement1410PO-2025-0155Electric vehicle depositINV-WR-25-04452025-01-20Fleet1142,000EA25101500ElectricVehicleVehicle Division
ABC UK Limited2,340EUR4510 — Office Supplies4510PO-2025-0677Q1 office suppliesINV-LR-25-88412025-03-28Admin12195BOX44121600Paper & StationeryUK Operations
Row 10 (ABC UK Limited) demonstrates a common pattern: empty Description but GL Description "4510 — Office Supplies" provides sufficient signal for accurate categorization.
  • File Formats.csv (preferred), .xls, .xlsx
  • Maximum File SizeLess than 50 MB per file preferred; accepts up to 90 MB
  • Maximum Rows1,000,000+ rows supported
  • Encoding (CSV)UTF-8 (preferred), Latin-1
  • Date FormatYYYY-MM-DD preferred. Also accepts DD/MM/YYYY, MM/DD/YYYY
  • Number FormatNo currency symbols. Use period (.) as decimal separator
  • Header RowFirst row must contain column headers
  • Multiple SheetsData should be on the first sheet, or all sheets with same structure; no pivot tables
  • LanguagesEnglish column headers required. Description values in any language accepted
  • CurrenciesISO 4217 codes (GBP, USD, EUR, SGD, etc.)
Frequently Asked Questions

The Details you're looking for

How long does the analysis take?
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Your Insights Report and supporting Excel file(s) is delivered within 10 minutes of submitting your data. This applies across all current and future products on the platform.

What do I need to provide?
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It depends on the product. For Company Diagnostics, the minimum is audited financial statements or 10-K filings. You can also include sales pipeline data, vendor spend data, inventory reports, and operational metrics for the past 24–36 months for deeper insights. For Procurement Categorization and Procurement Insights, upload your raw AP or spend data. The platform automatically assesses your upload for completeness and accuracy, and provides a data quality score before proceeding.

How accurate are the recommendations?
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Every recommendation is generated from analysis of your actual data, combined with proprietary industry benchmarks and domain-specific knowledge. ROI estimates are conservative and grounded in proven implementation results. All outputs are fully auditable and transparent— every insight is traceable back to the source data. No black box.

Is there a Human-in-the-loop?
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The report generation workflow is fully automated for speed and consistency. However, human expertise is embedded throughout the platform design: industry benchmarks and domain knowledge are curated by subject matter experts, and all prompts have been designed and validated by experienced practitioners. A monitoring layer evaluates confidence scores and flags anomalies — if an insight falls below quality thresholds, it is escalated for human review. Outputs are audited regularly by domain experts to maintain quality.

How is this different from using a large language model?
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A standalone LLM produces general-purpose text.The ValueChaser AI Platform orchestrates multiple AI models integrated with proprietary industry knowledge, domain-specific agents, and curated benchmarks to produce structured, auditable business intelligence. Our patent-pending process delivers deterministic, function-specific outputs — not open-ended AI responses. Every report follows a consistent analytical framework with traceable recommendations, editable Excel model(s), and executive-ready formatting. It is complete automation from raw data to finished deliverable.

Is my data secure?
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Yes. At ValueChaser.ai, safeguarding client data is our top priority. The platform runs on SOC 2 Type II compliant infrastructure with AES-256 encryption at rest, TLS 1.2+ in transit, and GDPR-aligned data handling practices. All files are encrypted during upload, stored with strict access controls, and transmitted to our processing platform via encrypted API calls. Your data is never used for model training and is never shared with third parties.
For one-time users, uploaded files and processing data are retained for 3 days after report delivery to allow for rerun requests, then permanently deleted. For subscription clients, raw uploaded data is retained for 30 days to support reruns and review, then permanently deleted. Failed or incomplete jobs are purged within 3 days. You may request immediate deletion of your files at any time by contacting support@valuechaser.ai.

What if my data is not good enough for reliable insights?
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You only pay if your data passes quality checks. When you upload your data, the platform automatically runs a validation for completeness and accuracy, and generates a data quality score. If the data is incomplete, you will be shown exactly what is missing so you can correct and resubmit. If it meets the threshold, you proceed to your payment (for one-off users) or credit-deduction (for subscribers) followed by generation of the report.

As a CPA or Private Equity Operations leader or an Advisory Firm leader, I want to run this for my clients/ portfolio. Is there an enterprise discount?
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Yes — our Subscription plans are built for exactly this. They include multi-user team access, pre-loaded credit bundles at volume discounts (up to 18% off per-report pricing), report history, and isolated tenant hosting. See our Pricing page for Small, Medium, and Large plan details, or go directly to the Subscription Inquire at www.valuechaser.ai/subscribe to get started.

When will the new products be available for other use cases?
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The platform is designed around distinct use-case products, each addressing a different analytical need. We regularly release new products based on demand signals from operators, clients, and users — each developed with domain experts and curated reference knowledge. Visit our Products page for the current lineup and upcoming roadmap, or contact us to discuss co-development of new use cases.

I like the insights generated by the platform. I need more help from industry experts to discuss the insights and plan actions
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Yes. ValueChaser.ai subscribers get access to a qualified and vetted network of industry practitioners. We can introduce you to domain experts who will help you interpret insights, prioritize recommendations, and build implementation plans. Contact us at member@valuechaser.ai

What if I don't see value?
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We stand behind the quality of our analysis. If you are not satisfied with the output of your Insights Report, send us a note at member@valuechaser.ai and we will work with you to address your concerns.You can also start with a free Pilot to evaluate the platform before making any investment.