Import suppliers

Modified on Tue, 13 Jan at 1:46 PM

TABLE OF CONTENTS

Overview
File format
Suppliers sheet columns
Valid Values sheet
Inspecting changes before import
How to import suppliers
Supplier access permissions
Validation errors

In Supplier Management it is possible to add or update suppliers using an Excel file import. To access this feature, click the user profile icon in the upper right corner, then navigate to Settings > Import suppliers.

Overview

Each row in the file represents a supplier for the active year. If changes are required across multiple years, we recommend you perform separate imports for each year. The type of operation - creation of a new supplier or updating an existing one - is determined by the Id field.

Note: This feature does not delete suppliers. Suppliers missing from the uploaded file will remain untouched.

File format

The Excel file contains two sheets:

Suppliers (for data entry)
Valid Values (reference data for valid options).

Suppliers sheet columns

Id - The supplier's database ID. Leave empty to create a new supplier, or use an existing supplier's ID to update that supplier.

Name - (Required) The supplier's name.

PrettyID - A user-defined custom ID. Must be unique within the year. When creating a supplier, the system searches for matches on this ID across previous years. If a match is found, the system links the new entry to the existing supplier by assigning the same Global ID.

ContactPersonEmail - The email address of the contact person. If the user does not exist in the organization, a new user will be created and invited.

ContactPersonFirstName - The contact person's first name. Required when creating a new user.

ContactPersonLastName - The contact person's last name. Required when creating a new user.

ContactPersonCulture - The preferred language or culture for the contact person. Select from the dropdown or refer to the Valid Values sheet.

Note: For existing users, FirstName, LastName, and Culture cannot be modified through this import. The values in the file must match the existing user's details exactly. For example, if the user has "en-US", the import must also specify "en-US", not "en".

Tags - A list of tags to assign to the supplier, separated by semicolons. Example: tag1;tag2;tag3. Tags must already exist in the tag library with the scope set to supplier. See the Valid Values sheet for available tags.

Countries - Alpha-3 country codes where the supplier operates, separated by semicolons. Example: SWE;NOR;DNK. See the Valid Values sheet for valid codes.

Sector - The supplier's sector. Select from the dropdown or see the Valid Values sheet for valid options.

Currency - The currency code for financial data. Select from the dropdown or see the Valid Values sheet for valid options.

Spend - The spend amount for this supplier.

Valid Values sheet

The Valid Values sheet provides reference data for fields with restricted options:

Valid Tags - Available tags for suppliers
Valid Country Codes - Alpha-3 country codes
Country Name (reference) - Full country names for reference
Valid Sectors - Available sector options
Valid Currencies - Available currency codes
Valid Cultures - Available language or culture codes

Inspecting changes before import

After selecting a file, the system displays a "diff view" that previews the actions to be taken. This allows inspection of what will happen during the import process.

Create - - Shows suppliers that will be newly created, highlighted in green
Update - Shows suppliers that will be updated, highlighted in yellow. Changed cells are highlighted, and a checkbox can be toggled to view previous values
Untouched - Lists suppliers that will not be affected

The import will not apply any changes until Import suppliers is clicked.

How to import suppliers

Click the user profile icon in the top navigation.
Select Settings from the dropdown menu.
Navigate to Import suppliers.
Click Download suppliers to get the current supplier list as an Excel template.
Open the downloaded file and make changes:
- To add new suppliers, add new rows with the Id field left empty.
- To update existing suppliers, modify the values in existing rows and keep the Id unchanged.
Save the file.
Drag and drop the file into the upload area, or click to browse for the file.
Review the diff view to verify the changes:
- Expand each section to see affected suppliers.
- For updates, toggle Show previous values to compare changes.
Click Import suppliers to apply the changes.
Verify that the success message appears.

Supplier access permissions

If supplier access permissions are enabled for the organization, the downloaded file will only include suppliers that the current user has permission to edit. An information message will appear on the page when this restriction is active.Validation errorsThe following validation errors may occur during import:

Invalid email - The email address format is invalid.
Missing contact person info - Either an email address was provided without FirstName or LastName, or FirstName, LastName, or Culture was provided without an email address.
Invalid culture - The culture code is not supported. See the Valid Values sheet for valid codes.
Cannot modify existing user - The FirstName, LastName, or Culture does not match the existing user's details. This import cannot modify existing user information.
Country not found - The country code does not match any valid Alpha-3 code in the Valid Values sheet.
Sector not found - The sector does not match any valid option in the Valid Values sheet.
Tag not found - One or more tags do not exist in the tag library, or a tag exists in multiple tag sets. Check the Valid Values sheet for available tags.
Invalid spend amount - The spend value is not a valid number.
Currency not found - The currency code does not match any valid option in the Valid Values sheet.
Duplicate PrettyId - The PrettyId is already in use by another supplier in the same year, or appears multiple times in the import file.
Duplicate Id - The same supplier Id appears multiple times in the import file.