How to Import Supplier Contacts

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Import Suppliers

To prepare to import supplier contacts into Simpro Premium:

1. Download and enter data into the Supplier Contacts Import Template:
   • Australia
   • New Zealand
   • United Kingdom
   • United States
   • Netherlands
   • Ireland
2. Alternatively, create your own import list and leave out any fields that do not apply to your supplier contacts, and add fields to import any custom fields defined in System Setup.
   • To update the Payment Terms (Type) field using the supplier contact import, enter either 'invoice' or 'month' in the column. The Payment Terms (Days) field is a value for the number of days, or blank for cash on demand (COD).
   • To import a file successfully your import file must contain the card name files. This includes Company Name, Customer First and Last Name, Site Names, Supplier Names, Employee Name, Contractor Name and Contact First and Last Name. When Mandatory Fields are On, additional fields are made mandatory.
   • If Mandatory Fields are toggled on under System > Setup > Defaults and your import file does not contain the relevant fields, your import will be successful. When a card file that lacks the relevant mandatory fields is accessed it cannot be saved without completing these fields. For a complete list, see Mandatory fields.
3. Save your file in your system as a compatible file type: CSV, TXT, or ZIP. Consult your spreadsheet software for file saving instructions if required.
4. Separate your data using the same or similar headings as the Supplier Contacts Import Template.
5. Ensure information is accurate, up-to-date and spelled correctly.
6. Remove any special characters (such as ? # $ % @ !) as these may not import correctly.
7. Save your file again.

You may wish to test the import process with one or two supplier contacts before importing an entire list.

To import supplier contacts:

1. Go to Utilities > Import > Suppliers > Supplier Contacts.
2. Under First Record Is, select Header Record if the first row in your list is column headings, or select Data Record if the first row in your list is data.
3. Under Custom List Value Not Found:
   • Select Create New List Option to add new options to the drop-down lists in Simpro Premium if you have data in your file that is not in the drop-down lists in Simpro Premium.
   • Select Reject and Warn to exclude any data that is not in the drop-down lists in Simpro Premium.
4. Under Import Option, select what Simpro Premium does if you have duplicate supplier contacts:
   • Select Update Only to only update existing supplier contacts and not create new supplier contacts.
   • Select Update and Create to update existing supplier contacts with a matching name or supplier ID, and create new supplier contacts that do not exist in the system.
   • Select Create Only to ignore any supplier contacts with existing matches and only create new supplier contacts.
   • Select Always Create New to create all supplier contacts in your list as new supplier contacts even if they match an existing supplier contact.
5. Click Browse / Choose File and locate your supplier contact list.
6. When your list has uploaded successfully, click Next.
7. The each column of your uploaded file is listed under First Row. If the column headings are an exact match, the corresponding Simpro Premium field is selected automatically.
   • You can manually select fields that have not matched automatically.
   • Select Ignore to exclude the column from the import.
8. Click Import Supplier Contacts.

If you are importing a large number of supplier contacts, you can navigate away from the import page and return later.

After uploading an import file, the Supplier Contact Import Complete page displays a breakdown of your import, including Supplier Contacts Added / Updated / Ignored / Errors In File and New Custom Field List Items Made.

If the import was not successful, an error message appears.

If the import was successful, click supplier contact imported successfully to download a CSV file of imported supplier for your records.

After a successful import, it is recommended you manually check imported supplier to ensure data has imported correctly. To do this, go to People > Suppliers, click an imported supplier, and check Profile > Contacts for errors. Manually amend if required.

Learn more in How to Create Suppliers.

For additional training, complete an interactive material in the Simpro's Learning Toolbox. Learn more in About Simpro's Learning Toolbox.