Import suppliers

Import suppliers

When using the Procurement module, it is possible to import suppliers via a CSV file. This article explains how to set it up.

Setting Up the Import Definition

In the menu Application Management / Procurement / Suppliers, you can import suppliers using the "Import Suppliers" button. Before doing so, you must create an import definition so Spend Cloud knows which information in your file corresponds to which fields. Read the following article to learn how to add an import definition: Import Definitions. For supplier imports, it is useful to set the "Deactivate Before Importing" option to No. This allows you to add new suppliers via CSV import without including existing ones. An exception is when you actively maintain suppliers and wish to deactivate them via an import.

Below is how to fill out the field mapping for the import definition specifically for suppliers. For more information on these settings and additional configurations that need to be set manually, read the following article: Adding and linking a new supplier.

Administration
Fill in the administration number here. If you want to link the supplier to multiple administrations, add an extra line in the import file for each administration you want to link the supplier to.

Type
Fill in I for internal supplier and E for external supplier.

OCI
Enter 0 for No and 1 for Yes. Note that "Manual order request allowed" and "Send order directly" must be set to No for an OCI supplier. If either of these fields is set to Yes, OCI will automatically be set to No.

Manual Order Request Allowed
Enter 0 for No and 1 for Yes. For OCI suppliers, always enter 0 (No).

Send Order Directly
Enter 0 for No and 1 for Yes. For OCI suppliers, always enter 0 (No).

Email Address
Enter the supplier's email address.

Register Receipts
Enter 0 for No, 1 for Yes, and 2 for Yes, for orders above a certain amount. For the latter, ensure that in Spend Cloud, you set the amount threshold for which receipts must be registered.

Allow Automatic Approval of Invoice Lines
Enter 0 for No and 1 for Yes.


Example of an import definition and import file

Points of Attention

  1. Suppliers can also be automatically created based on relationships added via an import, making a separate supplier import unnecessary. An administrator can enable this in the configuration settings of your Spend Cloud environment (setting 129 in Procurement configuration settings).
  2. Whether using a separate supplier import or adding suppliers based on a relationship import, note that additional settings, such as default payment terms or minimum order amounts, may need to be completed.
  3. For OCI suppliers, additional data such as external links and login credentials for the webshop must be added. Learn more in the following article: OCI Suppliers (Requests and Configuration)


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