(File – Data Import – Suppliers – Suppliers)
Use this screen to import your suppliers, which are assigned to purchased items and are used for miscellaneous purchases and accounts payable processing. If you are using the Financial Transfer option, you only need to import suppliers used for job and inventory purchasing.
Supporting Tables
Some or all of the following tables must be created in advance before you can import your suppliers. Refer to the Startup Guide for details.
Supplier Types
Each supplier is assigned to a supplier type.
Supplier Terms
Payment terms are assigned to each supplier, so you must set up your supplier terms table.
Ship Methods
Each supplier can optionally be assigned a default ship method.
NOTE: This table is normally set up later during the Sales Orders phase of implementation. If you wish to import ship methods against suppliers, you must set up the Ship Methods table now to do so.
Supplier Regions
Supplier regions are optional and help you organize your suppliers geographically.
Supplier Codes
Supplier codes are optional and are user-defined codes that can be used for any classification purpose.
*.csv File Format
Make sure you save the suppliers spreadsheet as an *.csv file type, which is the format required by the mapping screen.
Spreadsheet Columns
Your spreadsheet can consist of some or all of the following columns. Be sure and insert a title in row one of each column heading so that the column can be identified during the mapping process.
Supplier Name (Required, String, 50)
This is the unique name or code that identifies the supplier.
Trading Name (String, 50)
This is the name that prints on purchase orders. Unlike the supplier name, duplicate values are allowed. If left blank, this field will be populated with the Supplier Name.
Supplier Terms (String, 50)
Any value in this column must correspond to a code in the Supplier Terms table. If you leave this blank when importing a new record, the default terms from the Purchasing Setup – Supplier Terms screen is assigned.
Notes (Blob)
These are unlimited freeform notes.
Currency (String, 3)
A currency code can be specified if the supplier is assigned to a foreign currency. Any value in this column must correspond to a code in the General Ledger Setup – Currency Table screen.
Supplier Type (String, 15)
The supplier type classifies suppliers for reporting purposes. If a value is not specified, the program assigns the system’s default Supplier Type specified in the Purchasing Setup – Supplier Types screen. Any value in this column must correspond to a code in the Supplier Types table.
Supplier Region (String, 20)
The Supplier Region can be used to organize suppliers by geography for reporting purposes. Any value in this column must correspond to a code in the Supplier Regions table.
Supplier Code (String, 20)
The Supplier Code is a user-defined code that can be used for any classification purpose. Any value in this column must correspond to a code in the Supplier Codes table.
Address Line 1 (String, 50)
This is usually the street address or PO box associated with the mailing address.
Address Line 2 (String, 50)
The second address line can be used for an office, unit, or suite number.
City (String, 50)
This is the city associated with the mailing address.
State (String, 20)
This is the state or province associated with the mailing address.
Postal Code (String, 20)
This is the postal code associated with the mailing address.
Country (String, 50)
This is the country associated with the mailing address.
Phone (String, 20)
This is a company-level setting that is not for a specific contact person.
Fax (String, 20)
This is a company-level setting that is not for a specific contact person.
Mobile (String, 20)
This is a company-level setting that is not for a specific contact person.
Email (String, 100)
This is a company-level setting that is not for a specific contact person.
Web (String, 100)
The supplier’s website URL.
Tax Code (String, 10)
Populate this field as follows:
New Supplier Import
When importing new suppliers, only give this field a value when the supplier is to be assigned an exception to the Default Purchase Tax Code designated in the Tax – Tax Defaults screen. Any value in this column must correspond to a value in the Tax Codes table.
Existing Supplier Update
WARNING: When updating existing suppliers, be aware that if you map this field and leave it blank, a blank value will set the supplier’s Tax Code Source to ‘Default’ and will override any tax code exception.
Ship Method (String, 20)
This optional field is your default Ship Method for POs submitted to this supplier. Any value in this column must correspond to a value in the Ship Methods table.
Tax Reference No (String, 50)
‘This is the supplier’ tax ID or number.
Bank Name (String, 25)
This identifies the supplier’s bank.
Bank Account No (String, 50)
This identifies the supplier’s bank account.
User-Defined Fields (up to 6) (Date or String, 50)
The remaining mapping fields are user-defined fields specified in the Utilities – User-Defined Fields screen for suppliers. Up to six such fields can be defined in either text or date format.
Date Field Format
If the user-defined field is a date type, it must conform to the Short Date format defined in the Regional and Language Options found in the Windows Control Panel on your file server.
X-Ref Code (String, 30)
If you are using DBA with an outside accounting system, it may be that the supplier is identified in the outside system with a short code instead of the full supplier name as in DBA. For financial transfer purposes, you can store the short code in this field, which is one of the fields available for transfer in the PO Invoice Transfer screen. When you import the PO invoice transfer file into your outside system, this field is mapped to the supplier code in your outside system.
Spreadsheet Import
The import process involves four screens that are presented in succession by clicking the Next button.
Screen 1 – Introduction
This first screen provides information notes on each particular import, a list of supporting tables that should be populated prior to running the import, and a listing of required fields.
Screen 2 – Select Import File
1. Column headings
This checkbox is selected by default and tells the program to skip row one of the spreadsheet because it contains column headings.
2. Choose the import file
Click the button in this field to navigate to your *.csv spreadsheet file.
Screen 3 – Map Fields
Om this screen you will map each DBA field, where applicable, to the corresponding column on your spreadsheet. Field explanations are as follows:
Your Data
Click the down arrow and select the column heading from your spreadsheet that matches the DBA field.
Required
This checkbox is selected when the field is required, which means all rows in your spreadsheet must have a value. Mapping is optional with non-required fields.
DBA Field
This is the descriptive name of the field in DBA.
Type
This indicates the field type, such as ‘Blob’ (freeform text), ‘Boolean’ (true/false), ‘Float’ (floating decimal), and ‘String’ (alphanumeric).
Length
This indicates the field length, when applicable.
Screen 4 – Import Data
When you are done with your mapping, click the Import button. The program will attempt to import your data. If any errors are found, the data will not be imported and a list of errors is presented on the screen.
