How to send it
After the discovery call we tell you how to send your files, usually by email or a secure upload link. Please do not send purchasing data before the scope has been agreed.
Data requirements
What we need,and how to send it.
Percy works from purchasing data you already have. Share it after the discovery call, for the
scope we agree together.
Agree the scope first, then share the data
We ask for purchasing data only after the discovery call, and only for the categories, suppliers, sites and period agreed on it. Please don't send thousands of lines before then: a tight scope gives you results you can act on.
Formats
What you can send
- Preferred
Export from your purchasing or ordering system
A line-by-line export of purchase history from your purchase-to-pay platform, inventory system or the ordering module of your EPOS. Structured exports give the most accurate matching.
CSV or Excel, one row per product line
- Accepted
Spreadsheets and wholesaler order history
Your own purchasing spreadsheets, or order history downloaded from your wholesalers’ online accounts. Use our template if you are putting a spreadsheet together.
CSV, XLS or XLSX
- Accepted
Supplier invoices
Where nothing else is available, we can read supplier invoices. Line-level detail (product, pack size, quantity and price) must be visible.
PDF, or clear photos (JPG, PNG, HEIC); several files can be sent as a ZIP
Fields
The information that matters
One row per product line. Column names don't have to match exactly: common headings such as "Item", "Qty", "Price" or "SKU" are recognised.
| Field | Need | Why it matters | Example |
|---|---|---|---|
| Produce Name | Required | The product description. This is what we match against wholesaler products. | Mature cheddar block |
| Quantity Ordered | Required | How many units you bought in the period. Needed to work out spend and savings. | 6 |
| Unit Price | Required | The price you paid per unit (per case, each, kg). A total can stand in if the unit price is missing. | 32.40 |
| Supplier Name | Recommended | Who you bought it from, so results can be shown supplier by supplier. | Example Wholesaler Ltd |
| Supplier Product Code | Recommended | The supplier’s product code (SKU). Makes matching more reliable than description alone. | EW10234 |
| Sales Unit / Pack Size | Recommended | How the product is sold and packed. Essential for comparing like-for-like prices. | 1 x 5kg |
| Weight In Grams | Optional | Pack weight, where it applies. Helps compare products sold in different pack sizes. | 5000 |
| Total Cost of All Orders | Optional | Total spent on the line in the period (quantity × unit price). Useful as a check. | 194.40 |
Downloads
Templates
Putting a spreadsheet together by hand? Start from our template. If you have a system export, send it as it is: there's no need to reformat it.
- Percy operator template (CSV)
Our standard column headings, ready to fill in.
- Example purchasing file (CSV)
Five example lines showing the expected layout.
Preparing your file
Tips for a clean analysis
- One header row at the top, then one row per product line. Totals by invoice are not enough.
- Keep numbers as numbers, in one currency. Avoid merged cells and notes in the middle of the data.
- Put everything in one worksheet, or tell us which tabs hold purchasing data (one tab per site is fine).
- Cover the period agreed on the discovery call, and tell us what it is, for example 1 to 30 June.
- Include every site and supplier in the agreed scope, so savings reflect your full spend.
- Have a site or category column too? Add it. Extra columns are welcome, and we map common headings automatically.
How it is used
Your purchasing data is used to produce your analysis. Participating wholesalers see the products and volumes they are asked to price, without your name. Your details are shared with a wholesaler when you agree to an introduction, as set out in the operator terms, and never with other third parties for unrelated purposes. Percy may use anonymised, aggregated data to improve the service, but never sells it.
How it is kept secure
- Your data is held on Amazon Web Services (AWS) servers in the EU.
- Access to the systems that hold your data is protected by two-factor authentication.
- We do not sell or monetise your data. Confidential information is never sold to wholesalers or to other operators; that is not our business model.
- Enterprise clients can ask us to sign a non-disclosure agreement.
- If you would rather we did not use your name or logo in our marketing, we can agree that with you.
More in our privacy policy.
Getting started
See what Percy could save you
Free for operators, with no obligation. Start with a short discovery call so the analysis covers what matters to your business.
- 1Book a discovery call, or send us a message.
- 2Accept the operator terms in the invitation we send you before the call.
- 3On the call, agree the purchasing categories to investigate.
- 4Prepare and share the purchasing data for that scope.