Field notes · 3 March 2026
Preparing vendor files for a reporting brief
What to gather before a vendor performance engagement so the first draft arrives without a long clarification loop.
A reporting brief moves faster when the intake files arrive in a shape the analyst can trust. You do not need a perfect data warehouse—only a consistent set of extracts for the period under review.
Send the active vendor list with the names your invoices actually use. Mismatched legal names and trading names are the most common delay we see. Add the review period dates and the categories you want ranked together.
For delivery performance, shipment or goods-receipt exports with promised and actual dates work well. For quality, the non-conformance log or rejection register for the same period. For price variance, invoice lines linked to the contracted unit prices you hold.
Name one person who can answer clarifying questions within two business days. Most engagements stall not on missing files but on unanswered questions about what a column means. With that contact in place, our Hat Yai team can usually return a draft pack inside the stated timeline.