Vendor Subscription Register

Purpose

Vendor Subscription Register turns the supplied records into persistent subscription register with annualized spend, renewal calendar, contract evidence, usage signals, owner, and cancellation candidates. It keeps source facts, derived values, recommendations, and limitations separate so each conclusion can be checked.

Scope

Cover vendor_id, contract ID, product, billing cadence, invoice amount, annualized cost, renewal date, notice deadline, owner, seats, usage, cancellation status. Preserve source identifiers, dates, units, and wording needed to trace every result.

Excluded for recurring spend and renewal control: changing source records, taking external actions, making a human approval or employment decision, and asserting facts absent from the corpus.

Data basis

• Process documents and tables containing vendor_id, contract ID, product, billing cadence, invoice amount, annualized cost, renewal date, notice deadline, owner, seats, usage, cancellation status.
• Company policy, rubric, schema, templates, and reference tables in scope.
• Run input for period, audience, entity, or threshold when it changes this run.

Result

Produce persistent subscription register with annualized spend, renewal calendar, contract evidence, usage signals, owner, and cancellation candidates. Each material row and conclusion cites a document, section, page, row, field, or run input.

Quality criteria

• Every annualized cost, renewal dates, and usage evidence record is included or has an exclusion reason.
• Calculations state fields, units, denominator, and rule.
• Missing, contradictory, stale, and ambiguous values stay labelled rather than guessed.
• Facts, interpretations, and proposed next actions use separate fields.
• Supplied terminology, thresholds, and status values are used consistently.
• The final limitations section states what the corpus could not establish.

Instructions

Normalize names only with an explicit mapping. Annualize using recorded cadence and retain original amounts. Flag missing renewal terms, conflicting invoices, low usage, and absent owners as evidence gaps, not cancellation decisions. Preserve original values beside normalized values, cite every material finding, and use “not assessed” when required evidence or a rule is absent. When sources disagree, show both citations and explain the conflict. Keep row-level evidence in the supporting sheet and summarize only supported conclusions in the document.

Adapt before use

• Map the vendor, contract, and invoice mapping fields and row citation convention.
• Add the governing policy, rubric, schema, or reference tables to the scope.
• Define thresholds, status values, units, and exception severity.