The Standard Supplier Detail Page
You can Modify basic Supplier details with a Standard Licence Type, however you will need a Full Access Profile. To Modify all Supplier details, you will need access to Atamis SRM via a Licence Type of Enhanced User or above.
If you select a particular Supplier you will be taken to the Supplier Detail page. The exact layout of your page will depend on the nature of your organisation (e.g. private/public sector) and any custom configurations applied.
The following explanations summarise the Sections of the page typically used in most configurations.
Depending on which user profile you have, you may have the edit rights to alter fields. This can be done by double-clicking on the Pencil icon and then clicking Save, or alternatively click Edit to edit the entire record.
Note that your editing permissions are determined by both your Licence Type and your Profile. Please contact Atamis Support if you require these to be changed.
The Supplier Spend Report button will display a report of spend with the particular Supplier, by Department and Period.
Supplier Detail Section
| Field | Notes |
| Supplier Name | This field reflects the name received in the data submission, and can be changed by authorised users – see section below on Managing Duplicate Suppliers |
| Report Under |
The Report Under field is used to ‘move’ spend from a supplier to a Parent supplier – see section below on Managing Duplicate Suppliers |
| Creditor Ref | This is the unique supplier identifier used by your finance system and should not be changed |
| Annual Turnover, Total Assets, & Nbr of Employees |
If you have requested UK Company Size/Sector Data Services from Atamis, these fields will periodically be updated automatically by Atamis based on latest Companies House data. If you subscribe to ProSpend Communities you may also modify these details yourself in order to share data between other organisations in your Community (e.g. Local Authority Region) |
Supplier Trading Data Section
| Field | Notes |
| Region, Location and Ward | These fields are set automatically by Atamis for UK suppliers using the ONS Post Code Database. It is recommended that you do not modify these as the data may be overridden by automated processes. |
| Local? |
For use primarily by Local Authorities, this field will be set by Atamis to “Local” when the supplier’s Region, Location, Ward and/or Post Code match a custom definition of Local for your organisation, and otherwise to “Not Local”. Authorised users may edit this field if desired (it will not be overridden). This field is used to calculate the number of local suppliers in Atamis SA dashboards and reports. |
| Local Proportion |
Where a “Not Local” supplier is based in multiple locations and a proportion of your spend can be attributed as Local, enter a number between 0% and 100% to reflect the proportion of spend that is local. This field is used to calculate the proportion of spend with local suppliers on Atamis SA dashboards and reports. |
| Size |
If you have requested UK Company Size/Sector Data Services from Atamis, the Company Size field is derived from the number of employees, annual turnover and total assets figures retrieved from Companies House and by applying an algorithm based on the EU definition of an SME. Atamis data services also identify the category of Individuals using matching algorithms against a database of common first names, last names and titles. This algorithm also takes into account common trading terms so, for example, “John Smith Solicitors” and “Peter Davies Building Contractors Ltd” would not be flagged as Individuals. A field called SME? is used in Atamis SA, which is derived from the Size and Sector fields and contains one of three values: SME Not SME Public Sector/Not Known Reports and dashboards that indicate the Proportion of spend with SMEs use the formula: (SME spend) / (SME spend + Not SME spend) * 100% |
| Sector |
There are four possible values for this field: Private Sector, Public Sector, Third Sector and Not known. Atamis derives this data from either: Companies House data (the legal type of the business), a database of Charities, manual research of supplier websites or client updates via ProSpend Communities. |
External Links Section
| Field | Notes |
| Company Reg Nbr |
For UK suppliers, the Company Registration Number is generated by matching to Companies House data based on company name and/or post code. Note that automated matching errors can occur – automated accuracy rates are typically 90%- 95%, and suppliers can sometimes, for example, be mis-matched to parents or subsidiaries. Authorised users may update the Company Registration Number if the correct number is known. |
| DUEDIL Link |
Duedil is an external service provider, free to register with, that provides useful financial, shareholder and classification data. Credit Reports and Company Accounts can also be accessed but require fees. The link will only appear when the Company Reg Nbr is entered. |
| Charity Reg Nbr | Authorised users may update the Charity Number if the correct number is known. |
| Charity Link | A link to the Charities Commission website appears when the Charity Reg Nbr is entered. |
Supplier Usage Last FY Section
The fields in the Supplier Usage Last FY are calculated by the system using the supplier’s previous financial year spend data. If you would like these fields to use a different 12 month period (for example the current FY so far) please contact Atamis Support and this will be adjusted for you.
| Field | Notes |
| Current Expenditure | The total current spend on the supplier in the current Financial Year. |
| Annual Expenditure | The total spend on the supplier in the last full Financial Year |
| Dependency Risk |
This is calculated automatically as: Annual Expenditure / Annual Turnover * 100% |
| Nbr Depts Using |
The number of Departments that have paid invoices to this supplier in the 12 month period |
| Used in Last 12 Months | Green if the supplier has been used in the 12 month period, Red otherwise |
| Top Supplier |
By default the 500 suppliers with the most spend in the 12 month period are flagged as Top Suppliers. If you wish this number to be changed, please just contact Atamis Support. |
| Spend Range |
Used in the Supplier Distribution reports, this field is automatically set to one of these values: a) < £100 b) £100-£1k c) £1k-£10k d) £10k-£100k e) £100k-£1m f) £1m-£10m g) > £10m If you want to generate a report using different bandings you can do so by customising the Report called Spend Distribution (Customisable Ranges) and modifying the Bucket Field called Custom Spend Range. |
Duplicate Suppliers
There are two ways to address duplicate supplier records:
- Change the Supplier Name
- Set the Report Under field
Atamis Data Services can be configured to automatically use the first of these in a fuzzy matching process to set Supplier Names to a consistent name. Whenever the Supplier Name is changed by Atamis Data Services, the Original Supplier Name will always be retained on the Supplier Detail Page in the Section called System Information.
Change Supplier Name
Even where multiple versions of a supplier exist, they will appear in reports as a single row provided that they have the same Supplier Name. Note that if you click on a Supplier Name to go to the Supplier Detail Page, you will be directed to the first supplier that Atamis 3.0 finds with this name.
Ensuring that suppliers are named consistently will ensure that reports display only one row per supplier.
See the Standard Supplier Page Section for more information on changing Supplier Names.
Report Under
If you identify that the supplier is a duplicate, it is possible to make it (and all expenditure and contracts associated with it) report under another supplier record. To do this, click Edit, go to the Report Under field and pick the correct ‘master’ supplier. This action will trigger the expenditure to ‘move’ to the parent supplier.
If you wish to revert your changes, simply delete the supplier Report Under field on the Supplier Page.
Supplier Data Enrichment
For clients using Atamis Data Services, for example Public Sector clients, Supplier information can be enriched by Atamis to provide publicly available trading details relating to the financials, size and sector of the Supplier. This data is derived from the following sources:
- Automated Atamis Data Services: These use Companies House data via external service providers such as Dun & Bradstreet and Duedil, and the ONS Post Code database.
- Manual Research: Where necessary, Atamis will periodically conduct manual research within client systems in order to get size, sector, and classification data for unclassified suppliers.
ProSpend Community: Public Sector organisations may subscribe to the ProSpend Community which facilitates the sharing of manual changes made by Atamis 3.0 users to other Atamis clients.
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