Import vendors from a CSV file

At Procurement -> Vendors -> Import from CSV it is possible to upload several new vendors at once, import new purchase terms, or update existing purchase terms from a CSV file.

Jump to:

  1. Which fields can be imported for new vendors?
  2. Example table and file for importing vendors.
  3. How to import purchase terms?
  4. How to update purchase terms?
  5. Example table for importing purchase terms.
  6. Important notes.

Importing new vendors

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.
  5. If importing of some data failed, a skip file will be generated and downloaded to your computer, which indicates all errors line-by-line.

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.

Contact person's name  
Free-text address  
Additional information

Saved into notes.

Vendor's currency  
Vendor's tax rate  
Payment period  
Custom fields  

Example, importing 2 vendors:


E-mail Address ...
V-00001 Wood Inc. PO Box 123
Texas 78012
V-00002 Chemicals Inc. Baker Street 10
(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.

For updating existing purchase terms, values Vendor, Part number and Minimum purchase quantity must match in MRPeasy and the CSV file. Otherwise, a new purchase terms entry is created.

For updating the minimum order quantity of existing purchase terms in bulk, please 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 number* or 
Company name*

The vendor number (for "Vendor number") or name (for "Company name") in MRPeasy, as in Procurement-> Vendors.

Part Number*

The part number in MRPeasy, as in Stock -> Items. The part that the purchase term relates to.

Minimum purchase quantity 

The minimum order quantity you can place to the "Vendor".

Vendor part no.

The part number in the vendor's database (or e.g. a manufacturer part number).

Price per unit*

The expected price of the item from the "Vendor".

If the Vendor-specific unit of measurement is used, then this is the price of the vendor's 1 unit, e.g. the price of 1 "box" of 200 items.

Lead time in days*

The number of business days from ordering when goods will arrive from the "Vendor".


A higher number indicates a higher priority. Optionally used if you have several purchase terms per item and need to create an order of priorities. This information is also used when auto-filling POs.

Vendor-specific unit of measurement 

The custom unit, different from your stock-keeping unit, which the vendor sells this item.

E.g. "box".

Vendor's UoM conversion rate 

The conversion rate of the vendor's unit to your stock-keeping unit.

E.g. if your stock-keeping unit is "pcs", Vendor UOM is "Box", and value 200 is imported, then this would mean that 1 Box = 200 pcs.

Vendor's UoM is indivisible 

The vendor's UoM is indivisible (1), only multiples of the unit can be ordered.

E.g. 0.5 "Box" cannot be ordered, only 1, 2, 3... boxes can be ordered.

Example, importing purchase terms for 2 items:

Vendor number 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.
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