(File – Data Import – Suppliers – Supplier Contacts)
Supplier contacts are imported separately from suppliers because they are stored in a separate sub-table that allows for multiple contacts per supplier.
Supporting Tables
Some or all of the following tables must be created in advance before you can import your supplier contracts. Refer to the Startup Guide for details.
Suppliers
You must import or enter all your suppliers before you can import supplier contacts. See the previous chapter for details.
Contact Types
Contact types are used to classify contacts and are set up in the Purch – Purchasing Setup – Contact Types screen.
*.csv File Format
Make sure you save the locations spreadsheet as a *.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 import process.
Supplier Name (Required, String, 50)
This is the unique name or code that identifies the supplier associated with this contact.
Contact Name (Required, String, 50)
This is the name of the contact person.
Contact Type (String, 20)
Contact Types are used to classify contacts and must correspond to a record in the Contact Types table.
Phone (String, 20)
This is the contact person’s phone number.
Fax (String, 20)
This is the contact person’s fax number.
Email (String, 100)
This is the contact person’s Email address.
Mobile (String, 20)
This is the contact person’s cell phone number.
Description (String, 50)
This is a reference note that further describes the contact person.
Main Contact (Boolean)
If this is the main contact person at this company, enter a ‘T’ in this field; otherwise, enter an ‘F’.
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.
