User Manual

Import vendors from a CSV file

At Procurement -> Vendors -> Import from CSV it is possible to upload several vendors all at once, or alternatively bulk import Purchase Terms from a CSV file.

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. 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.

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 - the vendor number in MRPeasy, as in Procurement-> Vendors. Required;
  • Part number - the part number in MRPeasy, as in Stock -> Items. Required;
  • Minimum purchase quantity - optional if the is only one price per item per vendor. If the price depends on quantity, this field is 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;
  • Vendor-specific unit of measurement - the custom unit, different from your stock-keeping unit, which the vendor sells this item. E.g. "box". Optional;
  • 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" and value 200 is imported, then this would mean that 1 Box = 200 pcs. Required, if vendor-specific unit of measurement is defined;
  • Vendor's UoM is indivisible - the vendor's UoM is indivisible, 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 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.