Essentials: Vendor Management - Amazon S3

Essentials:

Vendor Management

ContentsPage Analytic Name

4 Vendors with similar namesVM Analytic 01

6 Vendors with the same addressVM Analytic 02

8 Vendors with the same phone numbersVM Analytic 03

10 Vendors with the same bank accountsVM Analytic 04

12 Vendors with the same Sales Tax registration numbersVM Analytic 05

14 Vendors with the same business numberVM Analytic 06

16 Frequently changed vendor bank account detailsVM Analytic 07

18 Matching of vendor and employee namesVM Analytic 08

20 Matching of vendor and employee physical addressVM Analytic 09

22 Matching of vendor and employee primary phone numbersVM Analytic 10

24 Matching of vendor and employee bank accountsVM Analytic 11

26 Vendors with the no business numberVM Analytic 12

28 Vendors with the no Sales Tax registration numbersVM Analytic 13

30 Blank critical data: Telephone numbersVM Analytic 14

32 Blank critical data: Bank detailsVM Analytic 15

34 Vendors with only postal box addressesVM Analytic 16

Version 6.2.0 –2019/04

ContentsPage Analytic Name

Vendors with a single posterVM Analytic 17

Vendor hit matrixVM HIT MATRIX

Version 6.2.0 –2019/04

Vendors With Similar NamesVM_ANALYTIC_01_VMCS101

Identifies vendors with similar names

ACCOUNTS PAYABLE

Essentials – Vendor Management Page 4

Essentials |Procure To Pay - Vendor Management | VM_ANALYTIC_01_VMCS101

ContextVendor data should be

accurate to enable correct

processing and accurate

reporting. Identifying duplicate

vendors prevents possible

incorrect/duplicate and/or

fraudulent vendor

transactions/payments.

RiskPossible fictitious/incorrect vendor accounts created, resulting in fraudulent/incorrect vendor

transactions and payments.

ProcedureIdentifies vendors with similar names using the cleaned vendor names (i.e. removing

company suffixes). The results of this analytic are presented in groups of similarly named or

duplicate vendors.

Note: In an ERP system with various units/branches, plants and/or cost codes, a single

vendor often needs to be created and managed per location and these multiple vendors can

come through as false positives.

Analytic LogicExecutes the Fuzzy Duplicates ACL Function which analyses cleaned vendor names to

assess their similarity and group vendor names that are similar.

Vendors With Similar Names

Output Results Field Names

Company Code Company Name Group Full Vendor Name Vendor Number

Marked for Deletion

Output Visualization Examples

Page 5

Heatmap of vendors with

similar names

Count of exceptions of

vendors with similar

names

Stripped Vendor Name Last Invoice Number

Last Invoice Amount in Document Currency

Last Transaction Date

Last Invoice Document Currency

Vendors With The Same

AddressVM_ANALYTIC_02_VMCS103

Identifies vendors with the same address

ACCOUNTS PAYABLE




ProcedureIdentifies vendors with the same address. Note: If a company is part of a group of companies,

they can operate out of a single location and all companies in the group will have the same

registered address causing some false positive results. In a system with various branches,

plants and/or cost codes, a single vendor often needs to be created and managed per location

and these multiple vendors can come through as false positives.

Analytic LogicCompares the physical address of vendors in the vendor master file.

Vendors With The Same Address


Company Code Company Name Vendor Number Full Vendor Name Vendor Street Address

Vendor City Vendor Postal Code Marked For Deletion


ContextDifferent vendors from a

common address is not a

usual occurrence, and could

indicate either fictitiously

created vendors and/or

incorrect vendor master data.

Vendor data should be



reporting.

Essentials | Procure To Pay - Vendor Management | VM_ANALYTIC_02_VMCS103 Page 7

Heatmap of

exceptions

Count of exceptions

grouped by address

Last Invoice Number

Last Invoice Amount in Document CurrencyLast Transaction Date Last Invoice Document Currency

Vendors With The Same Phone

NumbersVM_ANALYTIC_03_VMCS125

Identifies vendors with the same phone numbers

ACCOUNTS PAYABLE




ProcedureIdentifies vendors with the same phone numbers.

Note: In a system with various branches, plants and/or cost codes, a single vendor often needs

to be created and managed per location and these multiple vendors can come through as false

positives.

Analytic LogicCompares vendor phone numbers in the vendor master file to detect those which are the same.

Vendors With The Same Phone Numbers


Company Code Company Name Vendor Number Full Vendor Name Vendor Telephone Number 1

Vendor Telephone Number 2


ContextDifferent vendors with

common contact details are

not expected and could







reporting.

Essentials |Procure To Pay - Vendor Management | VM_ANALYTIC_03_VMCS125 Page 9

Count of exceptions by

vendor name and phone

number

Heatmap of exceptions

by vendor name and

phone number

Last Invoice Number




Vendors With The Same Bank

Account DetailsVM_ANALYTIC_04_VMCS118

Identifies vendors with the same bank account details

ACCOUNTS PAYABLE




ProcedureIdentifies vendors with the same bank account details. Note: In a system with various

branches, plants and/or cost codes, a single vendor often needs to be created and managed

per location and these multiple vendors can come through as false positives.

Analytic LogicCompares captured bank account details of vendors in the vendor master file to detect those

which are the same.

Vendors With The Same Bank Account Details


Company Code Company Name Vendor Number Full Vendor Name Vendor Bank Account

Vendor Bank Branch CodeVendor Bank Country Code


ContextDifferent vendors with

common bank account details

are not expected and could







reporting.


Heatmap of vendors with

the same bank account

Count of vendors with the

same bank account

Last Invoice Number





Sales Tax Registration NumberVM_ANALYTIC_05_VMCS126

Identifies vendors with the same sales tax numbers

ACCOUNTS PAYABLE




ProcedureIdentifies vendors with the same sales tax registration numbers.

Note: In a system with various branches, plants and/or cost codes, a single vendor often

needs to be created and managed per location and these multiple vendors can come through

as false positives.

Analytic LogicCompares captured sales tax registration numbers of vendors in the vendor master file and

analyses for duplicates.

Vendors With The Same Sales Tax Registration Number


Company Code Company Name Vendor Number Full Vendor Number Vendor VAT Number

Marked for Deletion


ContextCommon sales tax

registration numbers across

multiple vendors are not

expected and could indicate

either fictitiously created

vendors and/or incorrect

vendor master data.


Heatmap of exceptions

Count of exceptions

Last Invoice Number





Business NumberVM_ANALYTIC_06_VMCS301

Identifies vendors with same business number

ACCOUNTS PAYABLE




ProcedureIdentifies vendors with same business number.

Note: In a system with various branches, plants and/or cost codes, a single vendor often

needs to be created and managed per location and these multiple vendors can come through

as false positives.

Analytic LogicCompares captured business numbers (or equivalent corporate tax reference numbers) of

vendors in the vendor master file and analyses for duplicates.

Vendors With The Same Business Number


Company Code Company Name Vendor Number Full Vendor Name Vendor Tax Number 1

Vendor Tax Number 2 Vendor Address Vendor City Marked for Deletion


ContextCommon business numbers

across multiple vendors are

not expected and could




Essentials |Procure To Pay - Vendor Management | VM_ANALYTIC_06_VMCS301 Page 15

Heatmap of vendors with a

common tax number

Count of vendors with a

common tax number

Last Invoice Number


Frequently Changed Vendor

Bank Account DetailsVM_ANALYTIC_07_VMCS119

Identifies frequently changed vendor bank account details

ACCOUNTS PAYABLE




ProcedureIdentifies frequently changed vendor bank account details.

Analytic LogicExtracts and analyzes all changes made to a vendor's bank account details and highlights

records that changed more than twice in a defined period.

Frequently Changed Vendor Bank Account Details


Vendor Number Vendor Name 1 Change Document Number Changed Table Changed Field Name

Vendor Creator User IDUser ID Full Name Vendor Management Account Group Change Date


ContextVendors do not frequently

amend their banking facility.

Frequently changed vendor

master data, especially

banking information, should

be investigated as this may

indicate suspicious activity.


Count by date of bank

accounts frequently

changed

Pie chart of changes

per vendor

Matching Of Vendor And

Employee NamesVM_ANALYTIC_08_VMCS122

Identifies where names match between employees and vendors

ACCOUNTS PAYABLE




ProcedureIdentifies where names match between employees and vendors, using cleaned vendor

names. Employee vendors are sometimes created for paying out reimbursed expenses

through accounts payable and not through payroll, so there may be false positives for these

employee vendors.

Analytic LogicExtracts cleaned names of vendors in the vendor master file and compares to first and last

names of employees in the employee master file.

Matching Of Vendor And Employee Names


Company Code Company Name Vendor Number Full Vendor Name Marked For Deletion

Personnel AreaEmployee Status Employee Personnel Number Employee Full Name


ContextInstances where the

employee and vendor names

match should be investigated

as these could possibly

indicate fraudulent

transactions and/or incorrect

vendor master data.

Essentials | Procure To Pay - Vendor Management | VM_ANLYTIC_08_VMCS122 Page 19

Count of employee and

vendor name match

Pie chart of employee

and vendor name match


Employee Physical AddressVM_ANALYTIC_09_VMCS123

Identifies where physical addresses match between employees and vendors

ACCOUNTS PAYABLE




ProcedureIdentifies where physical addresses match between employees and vendors.

Employee vendors are sometimes created for paying out reimbursed expenses through

accounts payable and not through payroll, so there may be false positives for these employee

vendors.

Analytic LogicExtracts captured physical or registered addresses of vendors in the vendor master file and

compares to physical addresses of employees in the employee master file.

Matching Of Vendor And Employee Physical Addresses


Company Code Company Name Vendor Number Full Vendor Name Vendor Address

Marked for Deletion Personnel Area Employee Personnel Number Employee AddressEmployee Full Name


ContextInstances where the

employee and vendor

addresses match should be

investigated as these could

possibly indicate fraudulent


vendor master data.


Count of employee-vendor

address match

Pie chart of employee-

vendor address match

Last Invoice Number Last Invoice Amount in Document CurrencyLast Transaction Date Last Invoice Document Currency


Employee Primary Phone


Identifies where primary phone numbers match between employees and vendors

ACCOUNTS PAYABLE




ProcedureIdentifies where primary phone numbers match between employees and vendors.



vendors.

Analytic LogicExtracts the main phone number of vendors in the vendor master file and compares to the

personal phone numbers of employees in the employee master file.

Matching of Vendor & Employee Primary Phone Numbers



Marked for DeletionPersonnel Area Employee Status Employee Full NameEmployee Personnel Number

Employee Telephone Number


ContextInstances where the employee

and vendor telephone

numbers match should be

investigated as these could

possibly indicate fraudulent


vendor master data.

Essentials | Procure To Pay - Vendor Management | Vm_analytic_10_vmcs124 Page 23

Count of exceptions by

phone number

Heatmap of exceptions by

employee & vendor

Last Invoice Number


Last Transaction Date Last Invoice Document Currency


Employee Bank AccountsVM_ANALYTIC_11_VMCS117

Identifies where bank accounts match between employees and vendors

ACCOUNTS PAYABLE

Page 24Essentials – Vendor Management



ProcedureIdentifies where bank accounts match between employees and vendors.



vendors.

Analytic LogicExtracts captured bank account details of vendors in the vendor master file and compares to

bank accounts details of employees in the employee master file to detect those which are the

same.

Matching Of Vendor And Employee Bank Accounts


Company Code Company Name Vendor Number Full Vendor Name Vendor Bank Account Branch Code

Employee Company Code Personnel Area Employee Full NameEmployee Personnel Number

Employee Bank Account Number Employee Bank Branch Code

Employee Status


ContextSegregation of employee and

vendor payments should

always exist. Ordinarily,

employees should not be

created as vendors which

would avoid mixing these

payment types. If correctly

applied, this would ensure

that no vendor banking details

will match employee banking

details.


Heatmap of vendors and

employee bank

accounts

Exceptions by vendor

name and employee

bank account

Vendor Bank Branch Code Last Invoice Number


Vendors With No Business

NumberVM_ANALYTIC_12_VMCS120

Identifies vendors with no business number

ACCOUNTS PAYABLE




ProcedureIdentifies vendors with no business number.

Analytic LogicExtracts and analyses the business number, or equivalent corporate tax registration number,

field in the vendor master file to detect blank fields.

Vendors With No Business Number


Company Code Company Name Vendor Number Full Vendor Name Vendor Tax Number 1

Vendor Tax Number 2 Vendor Country Key


ContextComplete and accurate

vendor master data requires

the vendor’s business number

to be captured. If the number

is not captured it could

indicate incomplete vendor

master data and/or a fictitious

vendor.


Count of vendors with

blank details

List of vendors with

blank details

Count of vendors with

blank details

Last Invoice Number




Vendors With No Sales Tax

Registration NumberVM_ANALYTIC_13_VMCS121

Identifies vendors with no sales tax registration number

ACCOUNTS PAYABLE




ProcedureIdentifies vendors with no sales tax registration number.

This analytic depends on the data quality of vendor master data. If this detail is not captured or

even asked of vendors, then there will be a high volume of blanks.

Analytic LogicExtracts the sales tax registration number or equivalent registration number for the purposes

of indirect sales tax and highlights all vendors with no sales tax registration number.

Vendors With No Sales Tax Registration Number


Company Code Company Name Vendor Number Full Vendor Name Vendor VAT Number




the vendor’s sales tax

registration number to be

captured. If the sales tax

registration number is not

captured it could indicate

incomplete vendor master

data and/or a fictitious vendor.


Count of exceptions

grouped by vendor

Count of exceptions

grouped by vendor

Last Invoice Number


Blank Critical Data: Telephone


Identifies vendors with no telephone number in the vendor master file

ACCOUNTS PAYABLE




ProcedureIdentifies vendors with no telephone number in the vendor master file.

Data quality will always be a risk with this analytic and extracting false positives but given such

a key field, these exceptions should be investigated.

Analytic LogicExtracts and analyzes the telephone number field of the vendor master file and highlights all

those without a telephone number.

Blank Critical Data: Telephone Numbers






the vendor’s telephone

number(s) to be captured. If

the contact details are not

captured it could indicate

incomplete vendor master

data and/or a fictitious vendor.


Count of blank

telephone number fields

Pie chart of blank

telephone number fields

Last Invoice Number Last Invoice Amount in Document CurrencyLast Transaction Date Last Invoice Document Currency

Blank Critical Data: Bank

DetailsVM_ANALYTIC_15_VMCS516

Identifies vendors with no bank account number in the vendor master file

ACCOUNTS PAYABLE




ProcedureIdentifies vendors with no bank account number in the vendor master file.

Analytic LogicExtracts and analyses the bank account number field of the vendor master file and highlights

all those without a bank account number.

Blank Critical Data: Bank Details


Company Code Company Name Vendor Number Full Vendor Name Vendor Bank Account

Vendor Bank Branch CodeVendor Bank Country Code




the vendor’s bank details to

be captured. If the information

is not captured it could

indicate incomplete vendor

master data and/or a fictitious vendor.


Pie chart of blank bank

vendor details

List of blank bank vendor

details

Last Invoice Number




Vendors With Only Postal Box

AddressVM_ANALYTIC_16_VMCS102

Identifies vendors with only a postal box address

ACCOUNTS PAYABLE


ContextVendors without a physical

address may be fictitious and

lead to fraudulent

transactions. Vendor data

should be accurate to enable

correct processing and

accurate reporting.



ProcedureIdentifies vendors with only postal box addresses.

Those vendors without a physical address may represent incomplete data or may be fictitious.

Although a lot of exceptions will come from poor data quality, a false positive does not really

exist as all vendors should have a registered physical address.

Analytic LogicExtracts vendor data and analyses for vendors without a physical address loaded.

Vendors With Only Postal Box Address

Output Results Fields

Company Code Company Name Vendor Number Full Vendor Name Vendor PO Box Vendor City


Vendor PO Box Postal Code


Exceptions listed by

both vendor and city

Count of exceptions

grouped by the vendor

Last Invoice Number


Last Transaction Date Last Invoice Document Currency

Vendors With a Single PosterVM_ANALYTIC_17_VMCS612

Identifies vendors that have a single user posting to that vendor over a certain period of

time

ACCOUNTS PAYABLE


ContextIf a single user is posting

transactions to a particular

vendor, this could indicate a

potential relationship between

the poster and the vendor or

a bias towards that particular

vendor.

RiskPossible collusion between an employee and a vendor.

ProcedureIdentifies any vendor with more than X transactions at more than Y amount over Z period of

time that have only a single user posting to the vendor.

Analytic LogicExtracts vendors with more than a configurable number of transactions, more than a

configurable amount over a configurable time period, that only have a single user poster to the

vendor.

Vendors With a Single Poster


Company Code Company Name Vendor Number Full Vendor Name Vendor Invoice Number

Document DateInvoice Amount Document Currency


Results Grouping Parked User ID

Released User ID

Parked User Name

Released User Name

Vendor Hit MatrixVM_HIT_MATRIX

Hit matrix of all vendors with exceptions from the analytics in this analysis app

ACCOUNTS PAYABLE


ContextThe vendor hit matrix allows

you to better analyse

exceptions from this analysis

app. It provides a report of all

exceptions by vendor and by

analytic. This will assist in

directing efforts to verifying

the validity of those vendors

with the most hits.

RiskVendors with many hits for missing data could potentially be fictitious vendors or an indication

of poor data quality.

ProcedurePresents vendors by exceptions, i.e. shows the number of hits per vendor per analytic to

identify high risk vendors.

Analytic LogicCollates all exceptions noted in all the analytics in this analysis app by vendor and by analytic.

Vendor Hit Matrix


Vendor Number Vendor Name Vendor Name 2 Marked for deletion Total hits VM_Analytic_01


Essentials | Procure To Pay - Vendor Management | VM_HIT_MATRIX Page 40

VM_Analytic_02 VM_Analytic_03 VM_Analytic_04 VM_Analytic_05 VM_Analytic_06 VM_Analytic_07

VM_Analytic_08 VM_Analytic_10VM_Analytic_09 VM_Analytic_11 VM_Analytic_12 VM_Analytic_13

VM_Analytic_14 VM_Analytic_15 VM_Analytic_16

Vendor Hit Matrix

Date post:	26-Oct-2021
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