Managing a large master vendor file can be a daunting task. When data is spread across multiple systems and outdated or duplicate entries go unnoticed, it’s easy for your vendor management to fall into chaos, putting your team at risk duplicate payments, fraud and more.
Joining us in this week’s AP Arms is Sam McKeown, Head of P2P at EG Group, who shares her experience of transforming their vendor data management from chaos to a controlled, reliable system.
She talks about the challenges faced, how automation helped and how ongoing data hygiene now drives her business forward.
Watch the episode ▶️
Meet Sam...
Sam has worked in the world of transactional finance since the age of 17, beginning her career in the invoice-to-cash and reconciliation space.
She moved to EG Group as Head of Cash and Bank and Master Data before taking on her latest role as Head of P2P earlier this year.
The challenge of unmanageable data
Sam's introduction to vendor management began when she joined EG Group just over two years ago. Her initial impression? The vendor data was an unmanageable mountain.
“Across five different ERPs and with multiple acquisitions, our system was just chaotic,” she explains. “There were hundreds of vendors that hadn’t been active for years, duplicate accounts and no clear process to clean or maintain the data. It was a real headache.”
She realised that if they continued managing their vendor records reactively, their risks and headaches would only grow.
“We knew we needed to take control,” she says. “Our first step was to understand what we actually had. We asked the data team to do a full analysis, and that’s where the real insights started coming in.”
Using automation tools, they identified roughly 40,000 vendors that hadn’t been used in over two years. This was a turning point.
“Deactivating those vendors was the next logical step,” says Sam. “Thanks to automation, it took no time at all. We set simple rules, such as deactivating vendors that had been inactive for more than two years, and let the system do the work. The process was straightforward and efficient.”
The impact? A dramatic reduction in vendor records, from hundreds of thousands to just over 12,000 active vendors.
Why does clean data matter?
Sam believes that a well-maintained vendor file delivers real benefits, far beyond just tidiness.
“Having a trusted master file means fewer errors, fewer duplicate payments and less ability for fraud to slip through the cracks,” she explains.
“It allows us to set accurate payment terms, categorise vendors correctly and spot any suspicious activities, such as a sudden change in bank details or a duplicate account.”
She adds, “Preventing fraud is a continuous effort. When our data is clean and current, it’s much easier to spot irregularities early and act before problems escalate.”
The ongoing challenge, she says, is maintaining this level of control:
“Data hygiene isn’t a one-time project. It’s a constant process. We regularly review and update vendor records, looking for opportunities to improve accuracy and security.”
By automating and standardising processes, her team continues to refine their master file, making it more secure and reliable with each update.
Building a sustainable data management system
Sam’s approach shows that successful vendor management requires more than just initial cleansing.
“It’s about embedding routines into your process,” she explains. “Regular audits, automation tools and a culture that values data quality are all part of the solution.”
“A clean vendor record enhances operational resilience, helps control costs, and reduces fraud risk,” she continues. “And it supports better supplier relationships because everything is transparent and accurate.”
Final thoughts
Efficient vendor management begins with maintaining a clean, secure and up-to-date master file.
“If you want to reduce errors, avoid fraud and regain control,” Sam concludes, “always keep your vendor data current. Make cleansing a regular part of your process and use automation to support you. The result is a stronger, more resilient business.”
A huge thank you to Sam for sharing her insights on keeping vendor data clean and secure.
If you’d like to feature alongside some of the industry’s finest at The AP Arms, please get in touch – we’d love to share a tipple with you down the pub!
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