Import vendors or purchase terms from a CSV file

At Procurement -> Vendors -> Import from CSV, it is possible to upload new and update existing vendors or purchase terms.

Jump to:

  1. Importing new vendors.
  2. Example for uploading new vendors.
  3. Updating existing vendors.
  4. Importing and updating purchase terms.
  5. Example for uploading purchase terms.
  6. Important notes.

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

Importing vendors

Importing new vendors

It is possible to import vendors from a CSV file, at Procurement -> Vendors -> Import from CSV.

For uploading new 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  
Phone  
Fax  
Skype  
E-mail  
Web  
Free-text address  
Additional information

Saved into notes.

Currency The default currency for the vendor. 
Tax rate The default tax rate for the vendor.
Payment period The default payment period in days.
Custom fields Any custom field defined for vendors.

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

Re-importing data for updating vendors

It is possible to update vendors from a CSV file at Procurement -> Vendors -> Import from CSV.

The Number field is used for matching the vendors. If a vendor with the same number already exists, then software updates this vendor. If there are new values that will be updated, then:

  1. A confirmation page is shown with a list of values that will be changed.
  2. The user can choose whether to update a particular vendor or skip it.

For updating existing vendors, the following fields can be used:

Number*

A unique number to identify the vendor.

Required. Used for matching the vendors.

Company name

The name of the vendor company.

Currency

The default currency for the vendor.

Tax rate

The default tax rate for the vendor.

Payment period

The default payment period in days.

Custom fields

Any custom field defined for vendors.


Import or update purchase terms

The page Procurement -> Vendors -> Import from CSV allows importing and updating Purchase Terms of stock items from a CSV file. There may be several purchase terms per item.

Pay attention to the following:

  • For creating new purchase terms, Vendor, Part Number, Price per unit, and Lead time are required.
  • For updating existing purchase terms, values Vendor, Part number and Minimum purchase quantity must match in MRPeasy and the CSV file. If this number is undefined in MRPeasy and your file, this is also considered as "matching". 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 -> A vendor's reports -> Report: "Purchase terms".

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.

*Required when creating new or updating existing purchase terms.

Part Number*

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

*Required when creating new or updating existing purchase terms.

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.

*Required when creating new purchase terms.

Lead time in days*

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

*Required when creating new purchase terms.

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).

Priority 

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.

Custom fields

Any custom field defined for purchase terms.

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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