Import vendors from a CSV file

At Procurement -> Vendors -> Import from CSV it is possible to upload several vendors all at once. It's also possible to import Purchase Terms from the same page.

What is CSV? CSV (Comma-Separated Values) is a universal format for importing or exporting tabular data. A CSV file can be obtained by saving/exporting e.g. an Excel file as CSV (Comma delimited) (*.csv).

When uploading the CSV file:

  1. Select and match the names of the fields corresponding to the columns in the data.
  2. Check the "The first row is heading" option if the first row of the file contains headers. Then the first row will not be imported. 
  3. Select "Do not import" as the column type if some column is not to be imported.
  4. Click Import to upload the data into the appropriate fields of the database.  

When uploading vendors, the fields that can be used are:

  • Vendor number – a unique code to identify the supplier. If a supplier with the same number already exists, then this entry is ignored. If not imported, the code is generated automatically;
  • Company name – the company name of the vendor. This is the only mandatory field, other fields are optional;
  • Contact person's name;
  • Phone;
  • Fax;
  • Skype;
  • E-mail;
  • Web;
  • Address;
  • Additional information - saved into notes.

Example, importing 2 vendors:

Vendor
number

Company
name
E-mail Address ...
V-00001 Wood Inc. sales@wood.com PO Box 123
Charlotte
Texas 78012
USA
...
V-00002 Chemicals Inc. sales@chemicals.co.uk Baker Street 10
Worcester
UK
...
(Up to 3000 lines can be imported at once)

Download a sample file: import-vendors.csv

Import purchase terms

The page Procurement -> Vendors -> Import from CSV also allows to import Purchase Terms of stock items, several per item.

Please note that existing purchase terms will not be updated, only new terms are created. For updating existing purchase terms in bulk go to Procurement -> Vendors -> Vendor's report: Purchase terms. (Click Reports to access reports.)

For uploading purchase terms, the fields that can be used are:

  • Vendor - the vendor number in MRPEasy, as in Procurement-> Vendors. Required;
  • Part number - the part number in MRPEasy, as in Stock -> Items. Required;
  • Vendor part no. - the part number in the vendor's database (or a manufacturer part number). Optional;
  • Price per unit - Required;
  • Lead time in days - the lead time in business days. Required;
  • Priority - a higher number indicates higher priority. Optional;
  • Minimum purchase quantity - optional.

Example, importing purchase terms for 2 items:

Vendor Part number Price per unit Lead time in days Priority ...
V-00001 P-00001 11 5 20 ...
V-00002 P-00001 8 20 10 ...
V-00002 P-00002 50 20   ...
(Up to 3000 lines can be imported at once)

Important notes!

  • If the imported file contains non-Latin characters, the file must be in UTF-8 (preferred) or Unicode encoding. If Excel is used to save the file, select the "Unicode Text (*.txt)" option in the "Save as type" field. Even though the extension of the file is TXT, it can be imported as a CSV-file.
  • The limit is 3000 lines per upload. If the file is bigger, divide it into several smaller files.
  • Since importing can be a question of trial-and-error, we strongly suggest making a back-up of the database before importing. In that case, if anything goes wrong, it is always possible to restore the previous session.