Procurement category-mapping workbook

This procurement category-mapping workbook documents how an invoice receives an approved analytical category. It keeps the original description beside the proposed taxonomy label, evidence and human approval. The live summary separates mapped spending from unresolved spending. It is designed for the classification work that comes before a spend cube, rather than duplicating the analysis performed on completed categories.

What to enter

The working table contains invoice ID, supplier ID, original description, amount in USD, proposed category, evidence reference, reviewer and approval date. The accepted taxonomy is in N13:N17. Use one invoice line per unique key; for a real invoice with several lines, use a line-level ID. Retain the original text so a reviewer can see what evidence led to the classification.

Use the workbook

1. Replace the synthetic invoice lines and set the approved taxonomy before entering proposed categories. Keep ambiguous lines visible.
2. Record a proposed category and its supporting evidence, then have the responsible reviewer approve it. A supplier name alone may be insufficient when the supplier serves several categories.
3. Read Mapping status, resolve duplicates and labels outside the taxonomy, and transfer only Mapped rows to the later category analysis.

Keep the amber inputs separate from the pale blue calculation columns. The worksheet has 20 prefilled detail rows, from 13 through 32. If you need more records, extend every affected formula and summary range together, then check a first, middle and final row. Save a dated working copy before replacing the sample.

The synthetic example

Two sample invoices are approved: $25,000 IT and $18,000 facilities. A $42,000 consultancy line has no category, a $12,000 marketing line lacks approval, and $9,000 of parts uses a label outside the taxonomy. Total spending is $106,000, mapped spending $43,000 and unresolved spending $63,000. Changing Parts to the approved MRO label completes that row when its evidence and approval remain present.

How the results update

A duplicate invoice key is flagged first. A blank label is Unmapped; an unmatched taxonomy label is Unknown category. An accepted category still needs supplier, amount, evidence, reviewer and date before becoming Mapped. Mapped amount is the original amount only for those complete rows. The unresolved amount is total recorded spending less mapped spending, preserving visibility of the work still outstanding.

Limits and a useful next step

A formula can verify that a category appears in a taxonomy and that approval fields exist. It cannot determine whether the label is economically correct. Negative credit lines require a consistent source policy and line keys, and currency conversion happens before the USD inputs. This download does not infer categories with AI, amend an ERP or perform supplier deduplication. Keep the reviewed crosswalk and its version when you refresh a spend report.

For the underlying method, read spend under management. product taxonomy for analytics covers the adjacent question. If you want to review the required fields and one reporting output, discuss your setup. Views depend on your records and agreed definitions.