The Suppliers Import/Export functionality enables you to efficiently manage large volumes of supplier information through bulk operations, saving significant time compared to manual data entry. Whether you're migrating from another system, updating multiple supplier records simultaneously, or creating backups of your vendor data, these import and export tools provide a streamlined approach to supplier data management.
The Suppliers Import/Export page, found in Suppliers > Import/Export, provides dedicated templates for two key data sets:
Suppliers
Supplier Contacts
Each template is specifically designed to handle its respective data type, ensuring accurate imports and preventing data conflicts. You can export existing data to review current information, make bulk edits in spreadsheet applications, and then re-import the updated information seamlessly.
Click on the grey Download button in each suppliers data set's tab to download an empty version of the data set's CSV template. You will also see the upload space where a populated version of the CSV template will be imported.
🤓 Tip: If a template is not uploaded via the appropriate tab, the import will fail. Review the Data Import Checklist and Troubleshooting Import Errors articles to help ensure a successful import.
📌 Note: Import templates that have been uploaded to cannot be stopped, reversed, or cancelled. Any changes made from an import will replace previously saved data. We recommend saving an original export before importing any updates as a backup.
Exporting supplier details
Click on the green Export dropdown arrow in the top right corner of the Suppliers' Import/Export page to download a CSV template pre-populated with your existing suppliers' data. These export templates can be edited and uploaded back into their respective tab to then update existing records in bulk. This export function is also a useful tool for obtaining an external copy of your current supplier data.
To export a pre-populated CSV template for your suppliers:
From the main menu, go to Suppliers > Import/Export.
In the top right of the Import/Export page, click the Export dropdown icon.
Select the supplier data set you want to export from the list displayed:
Suppliers
Supplier Contacts
A pre-populated CSV file will be generated matching the data set's import template's layout.
Import Suppliers
To create suppliers or update supplier details, e.g., Postal and Physical Addresses, default Lead Times, and Tax Rates, in bulk, use the Supplier template:
From the main menu, go to Suppliers > Import/Export > Suppliers tab.
To import new suppliers, select "Download Supplier Template File" in the Suppliers tab. To update existing suppliers, click on Export > Suppliers.
Fill in and update the downloaded CSV template, see Import Supplier field definitions.
Save the template in CSV format.
Return to Suppliers > Import/Export > Suppliers tab and import the updated CSV file via the upload tile.
Import Supplier Contacts
To add or update the supplier contacts in bulk:
From the main menu, go to Suppliers > Import/Export > Suppliers Contacts tab.
To update existing contacts, click on Export > Supplier Contacts. To create new contacts, click on "Download Customer Contacts Template File".
Fill in and update the downloaded CSV template, see Import Supplier field definitions.
Save the template in CSV format.
Return to Suppliers > Import/Export > Suppliers Contacts tab and import the updated CSV file via the upload tile.
🤓 Tip: Ensure that you enter a unique combination for the First Name + Last Name for the supplier contact. If the First Name + Last Name combination already exists, then the existing contact will be updated.
📌Note: Supplier contacts cannot be deleted using the Import Supplier Contacts template. Contacts can only be deleted directly in the supplier's record.