Questions & Answers
- How do I get started?
Contact one of our resellers or fill out the contact form. We will launch your environment and show you how to upload data. You can then test Spendency for two weeks to make sure that the system meets your needs.
- Is it easy to install?
Spendency is a cloud service, which means that you do not need to install anything. This has many advantages over time. Above all, it makes your day-to-day operations easier. You do not need to worry about upgrades or servers, and the system will always be accessible, wherever you are. You leverage data from your ERP system (accounts payable) in accordance with instructions supplied by us. It requires no integration.
- Can I use data from multiple sources?
Yes, you can. Our methodology for uploading spend data files eliminates the need to integrate your internal systems with Spendency. It also allows you to gather data from several different sources, which helps if you change ERP system, or if you buy or sell a subsidiary.
Spendency also detects different currencies and converts them to the currency that you as user choose to analyse your spend in.
- I have poor input data, is that a problem?
Your analysis options will be greater with more information per invoice line, however Spendency is very good at helping to clean up poor quality data such as duplicates and spelling errors and similar issues using a data cleansing process we call normalisation.
- I have an old spend analysis in Excel. Is that of any use?
Yes, if you are satisfied with the structure of your category tree and how your suppliers are categorised, it can certainly be reused. We then take your spend file and upload your spend data when we launch your instance. What happens then is that your category tree is created and categorisation rules are created for the suppliers that are categorised 1:1 in your spend file. However, for suppliers that are assigned to several different categories categorisation rules must be created manually.
- Do we need any training?
Not really. Spendency is very easy to use. However, we offer one web based training session for end users and one for administrators as part of the start-up.
- What does Spendency cost?
You will find price information here.
- Is Spendency secure?
Yes, Spendency is a very secure system.
- We use two-factor authentication for all logins
- All instances are separated (this means that data from different customers is never mixed up)
- All data is encrypted both at rest and in transit
- Where is our data stored?
All data is stored on S3 at Amazon. The service is physically located in Ireland, within the EU.
You can read more about security at Amazon here.
- What does a cloud service involve?
Cloud services are IT services that are provided over the internet, particularly functions that were traditionally run behind the fire walls, but thanks to the cloud can now be managed operationally by someone else. Read more about what this means in our more Information Security White Paper.
Data and access rights
- How often should we update our data?
Each client decide how often they want to update the data, updating frequency does not drive cost. Most clients do it monthly, but it can also be done quarterly, weekly or whenever you think it is necessary. The procedure is always the same no matter how much time has passed since the last update. You simply take new data, upload it and categorise any new suppliers.
- How long does it take to update?
Uploading new data only takes a few minutes. All suppliers that Spendency has previously encountered will automatically be categorised according to the rules that you have established. Suppliers that are new to Spendency will appear in a list and for these suppliers the administrator need to decide what categorisation rule is needed. Most our clients spend about an hour a month to maintain a high quality spend analysis.
- Who invites new users?
Your designated Spendency administrator does that. As a customer, you are responsible for who has access to the system. You invite new users, and you revoke access in cases where you no longer want someone to have access to Spendency.
- Are there different levels of access in Spendency?
Yes, there are. Spendency is divided into two parts:
- Administration mode, in which you upload and process the data so that it is distributed in the way you want.
- Analysis mode, in which you analyse the data.
To begin with, there are three different levels of access:
- As an administrator, you always have access to everything in the system.
- As a purchaser, you have access to the analysis view. This enables you to analyse the data using the predefined graphs,download graphs anddata to Excel and see linked supplier agreements, if you have that function enabled.
- As a viewer, you can see all the information available in the analysis view, but you can’t download graphs or data to Excel, and you don’t have access to linked supplier agreements. This access level may be suitable for people in your organisation who do not work directly with purchasing, but still need to be able to see how work is progressing.
The latter two access groups, Purchaser and Viewer , can also be further restricted. They can be restricted so that they only have access to certain parts of your organisation, based on subsidiary, cost centres, projects, or some other parameter that you may have set in your spend data file. The same type of restriction may also be applied based on your own category tree so that an individual user can only access certain categories.
When you log in, you initially arrive at the analysis view, regardless of what access rights you have.
- How can we structure our category tree?
The Category tree can be organized however way you want it to. It is very easy to configure the category tree in the administration view. You just need to determine how you want it to look for your specific company, because you can only have one category tree.
If you want to, you can get access to our best-practise tree for indirect material. How the tree looks for direct material differs widely from one organisation to another and so you need to decide what suits you best.
- How many years of data can you upload?
You can upload as much data as you want in Spendency, but in purely practical terms, you can probably only benefit from the last 2-3 years of data.
- What analyses can be performed?
It depends somewhat on how extensive your input data is, but nevertheless you can do a lot in Spendency, at various levels. As a purchasing manager, you get a good overview; as a category manager, you can go much deeper and generate more detailed information on the individual category and its suppliers.
To begin with, you choose which category you want to examine more closely using the category tree, and over what period by using the time period selector.
You then decide what type of information you want to examine more closely. Spendency has different dashboards that provide the user with different perspectives. The system allows you to view the spend analysis from the perspective of category, supplier, transaction, organisation and compliance. Each dashboard contains a number of graphs and in total there are close to 50 predefined graphs in Spendency, depending on how much data you have to show. All the graphs can be magnified to allow more in-depth analysis of the input data, to create comparisons with a different period, etc.
In conjunction with this, it is possible to filter out data so that the spend analysis only shows a selected part of the organisation, based on subsidiary, cost centres, projects or some other value you choose to add to your spend analysis.
- What languages can I use in Spendency?
Spendency currently supports English, Swedish and Norwegian. Additional languages are available on request.
- Our purchasers are located all over the world. Can they analyse their spend in their local currency?
Yes, very likely. Spendency supports over 30 different currencies and the individual can choose the currency in which the spend will be displayed, regardless of the accounting currency of the group.
- Who owns our data?
You do, as the customer. You can always download it as it is displayed on the screen in analysis view to an Excel file. You can also download all the rules or your entire spend analysis to an Excel file. As a customer, you therefore always have access to your data immediately.
- If I want to change something, how do I do that?
If you think, for instance, that a supplier has been categorised incorrectly, you can adjust the categorisation if you are an administrator, or you can contact an administrator for help if you do not have the relevant access rights. This is very easy to manage.
- Is support included?
Yes of course. We are there for you. At the same time we can say that thanks to the user-friendliness of the interface, we actually receive very few support requests. At present, we receive approximately one support request per 500 users per month.
As a user, you should first contact your SPOC (Single Point of Contact), usually an administrator, who can help you. If your SPOC cannot help, please contact Spendency’s support for information.
- If I no longer want to use Spendency, what do I do?
You should cancel the agreement as laid out in your contract.
- What happens to my data if I no longer want to use Spendency?
You should export all your data to one or more Excel files so that you have access to your data in the future. We will also ask you to confirm this has been done. After the end of the contract period, we are no longer responsible for your data. Nor will we keep it, which is why we will erase it. Therefore, we will not be able to provide you with a back-up once the contract period has expired.