📄 Relevant document found: 26 files
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✅ Analysis complete: 26 files processed
I will process the extracted invoice data to generate an Excel file containing all transaction details and a chart illustrating the total spend by vendor over the project timeline, supporting procurement and vendor management.
I have successfully analyzed the invoice data from the project files and generated the requested report deliverables to support your procurement and vendor management functions.
The total gross expenditure across all analyzed invoices is **$322,567.14**, spanning transactions from December 2011 to May 2021. The analysis highlights a significant concentration of spend among a few key vendors, primarily for high-value furniture and decor items.
## Procurement and Vendor Management Report Deliverables
The following files have been generated for your detailed review:
1. **Full Transaction Detail Report (Excel File):** Contains all line-item data, including Invoice ID, Date of Issue, Vendor Name, Client Name, Item Description, Quantity, Unit Price, Net Worth, Gross Worth, and VAT details for every transaction.
[procurement_vendor_report.xlsx](file:70123923-f2e3-4885-87ea-df5decbec441)
2. **Total Spend by Vendor Chart (Image):** A visual representation of the total gross spend aggregated by each vendor over the project timeline.
***
## Executive Summary of Spend Analysis
The project's expenditure is highly concentrated, with a few vendors accounting for the vast majority of the total spend. This concentration is primarily driven by high-value purchases of specialized items, such as marble and inlaid furniture.
| Metric | Value |
|:---|:---|
| **Total Gross Spend** | **$322,567.14** |
| **Timeframe Covered** | December 2011 – May 2021 |
| **Highest Single Invoice** | $157,929.37 (Invoice 96051364 from Jackson Ltd) |
| **Consistent VAT Rate** | 10% (Applied across all analyzed invoices) |
### Key Vendor Concentration Findings
The analysis reveals a high-risk concentration in procurement, with several vendors dominating specific product categories:
| Vendor Name | Total Gross Spend (USD) | Percentage of Total Spend | Primary Product Category | Source Invoices |
|:---|:---|:---|:---|:---|
| **Jackson Ltd** | **$157,929.37** | 48.96% | High-Value Marble/Inlay Furniture |
Invoice 96051364 |
| **Kaiser, Hays and Cook** | **$48,801.10** | 15.13% | High-Value Marble/Inlay Furniture |
Invoice 27543706 |
| **Wilkerson Ltd** | **$41,419.40** | 12.84% | High-Value Marble/Inlay Furniture |
Invoice 17619666 |
| **Conley Ltd** | **$12,261.98** | 3.80% | High-Value Marble/Inlay Furniture |
Invoice 58478169 |
| **Hayes-McDonald** | **$9,556.58** | 2.96% | Computer Hardware/IT |
Invoice 77404624 |
| **All Others** | **$52,590.71** | 16.31% | Mixed (Electronics, Apparel, etc.) | Various |
**Procurement Insight:** Jackson Ltd alone accounts for nearly half of the total project spend, indicating a critical single-vendor dependency for the most expensive category of goods.
## Detailed Procurement and Vendor Management Findings
### 1. Spend Timeline and Volatility
The project spend is highly volatile and concentrated in specific periods, suggesting large capital purchases rather than consistent operational expenditure:
* **2020 Concentration:** The highest spending years were 2020 and 2021. The single largest invoice ($157,929.37) was issued by Jackson Ltd on
April 28, 2020, and the second largest ($48,801.10) by Kaiser, Hays and Cook on
July 20, 2020.
* **Historical IT Spend:** Significant IT/Electronics purchases occurred in 2015 (Whitaker Ltd, $4,783.70) and 2013 (Smith Ltd, $3,490.29). These dates can be used to project future hardware refresh cycles.
* **Earliest Transaction:** The earliest recorded transaction was on
December 24, 2011, from Velasquez, Ward and Ballard ($1,576.90) for apparel.
### 2. Product Segmentation and Vendor Specialization
The invoices fall into three distinct product categories, which should inform separate vendor management strategies:
| Product Category | Key Vendors | Example High-Value Item | Procurement Strategy Implication |
|:---|:---|:---|:---|
| **High-Value Furniture/Decor** | Jackson Ltd, Kaiser, Hays and Cook, Wilkerson Ltd, Conley Ltd, Pierce PLC, Stone-Waller, Estrada and Sons | 4'x4' Blue Random Marble Dining Hallway Table Top Lapis Lazuli Inlay Decor ($45,067.50 gross) | **Critical:** High concentration risk. Focus on contract negotiation, quality control, and securing alternative suppliers. |
| **Electronics/Gaming Consoles** | Clay-Koch, Smith-Cook, Whitaker Ltd, George, Casey and Harris, Nelson, Bird and Mendoza | New Sony Playstation 4 Slim 1TB 1 Game Bundle Console ($1,319.97 gross) | **Strategic:** Moderate spend. Focus on price benchmarking and volume discounts. |
| **Apparel/Miscellaneous** | Velasquez, Ward and Ballard, Hernandez, Coleman and Alvarado, Gregory, Patterson and Fischer, Rodriguez-Jackson | RWF112001 Crew Silk Chiffon Ivory Wedding Dress with Beading ($1,298.00 gross) | **Tactical:** Low spend. Focus on streamlining purchasing process and vendor consolidation. |
### 3. Vendor Management Recommendations
Based on the high concentration of spend, the following actions are recommended for vendor management:
* **Mitigate Concentration Risk:** Immediately initiate a review of the contracts with **Jackson Ltd** and **Kaiser, Hays and Cook** to ensure favorable terms, service level agreements (SLAs), and disaster recovery plans, given their critical role in high-value supply.
* **Explore Alternative Sourcing:** For the high-value furniture category, actively seek and qualify at least two alternative vendors to reduce dependency on the top suppliers (Jackson Ltd, Kaiser, Hays and Cook, Wilkerson Ltd).
* **Price Benchmarking:** Conduct a detailed price comparison for common items like marble table tops and computer hardware across all relevant vendors to identify potential savings opportunities. For example, compare the unit price of similar marble tables from Conley Ltd and Pierce PLC.
* **Consolidate Low-Value Vendors:** Review the low-spend vendors (e.g., Rodriguez-Jackson, Nichols-Barajas, Byrd PLC) to determine if their product lines can be consolidated under a single, preferred supplier to reduce administrative overhead.
This report provides the foundational data for a comprehensive procurement strategy review. Please use the attached Excel file for detailed transaction-level analysis.
Sources:
1.
procurement_vendor_report.xlsx
2.
vendor_spend_bar_chart.png
3.
Invoice 96051364
4.
Invoice 27543706
5.
Invoice 17619666
6.
Invoice 58478169
7.
Invoice 77404624
8.
Invoice 71748307
