Objectives

The primary objective of this tender is to engage a qualified service provider to deliver data processing and analysis services related to supplier invoices. The goal is to extract data from PDF invoices into structured Excel formats, compare invoice prices against approved price books, and quantify variances per line item and per invoice. The process aims to facilitate accurate variance reporting and support PRASA Group Capital in financial analysis and decision-making.

Scope

The scope of work includes:

• Extracting data from approximately 300 PDF invoices, each containing around 300 line items.
• Ensuring all key invoice fields (invoice number, supplier, item description, quantity, unit price, total, VAT, etc.) are accurately captured into Excel.
• Using Excel functions (such as VLOOKUP, XLOOKUP, Power Query, pivot tables, database joins) to compare invoice unit prices with the approved Price Book.
• Calculating variance amounts for each line item and invoice where discrepancies exist.
• Presenting a clear summary variance report, supported by detailed Excel workings per line item and invoice, highlighting variances per supplier.

The expected duration for service delivery is approximately 30 days from the commencement date.

Technical Requirements

• Extraction of data from PDF invoices into a clean, structured Excel format with all key fields accurately captured.
• Application of Excel tools such as VLOOKUP, XLOOKUP, Power Query, pivot tables, and database joins for comparison and analysis.
• Calculation of variance amounts per line item and per invoice based on unit price differences.
• Generation of a comprehensive variance summary report, including detailed Excel documentation for each invoice and line item.
• Delivery of the final report and supporting data within approximately 30 days.

Skills Requirements

• Proficiency in extracting data from PDF documents into Excel.
• Strong experience with advanced Excel functions and tools, including VLOOKUP, XLOOKUP, Power Query, pivot tables, and database joins.
• Ability to perform data validation, cleaning, and reconciliation.
• Experience in financial data analysis, invoice verification, and variance calculation.
• Excellent report writing and presentation skills to produce clear, concise variance summaries.
• Ability to work within tight deadlines, ensuring accurate and timely delivery of results.