Vendors

Important: Please execute a database backup prior to starting any import process!

Notes about special fields:

  • Vendor Name: This field is required when creating new records. It can also be used as a key to lookup Vendor records when choosing the Update Existing Records option.
  • ID: This field is not required. It can be used as a key to lookup Vendor records when choosing the Update Existing Records option.

1. Open the Import Wizard window.

Navigate to Accounts Payable ➤ Import Wizard.

2. The Import Wizard

  1. In the upper left-hand corner there is a drop-down menu that contains the tables that are importable. From this menu, select the table that corresponds to the data you want to import.
    • Directly below the drop-down menu you can see the importable Field List and Field Type for each table.
      • Fields that are in RED are REQUIRED fields. You can not create new records without these key fields.
      • The Field Type describes the type of data that is in that field (e.g. text, number, true/false)
      • Fields that are RED or those with a Field Type of See Documentation are detailed at the beginning of this article.
  2. On the upper right-hand side of this window is an Open button. Click Open to select your import file.
    • Note about file types: The Import Wizard only supports XLS & XLSX files
    • Below this section you will see some Update settings that are unique to each type of import. If you choose to Update Existing Records, you must choose one of these Lookup options:
      • Lookup by Vendor Name
      • Lookup by Vendor Code
      • Lookup by Vendor ID

2.1. Select the import file.

Highlight the import file and click Open.

Select the import file.

3. Map the fields from the import file.

After you select the import file, the file will be loaded into the Import Wizard. At this point, nothing has been imported. The data in the import file will need to be mapped to the appropriate fields (see next step).

You can see the file name of the import file to the right of the Open button. In the field below the file name you will see the data as it exists in Row A of the import file. Row A is the header row. Data that is in Row A will not be imported. The header row should strictly be used for mapping purposes.

In the example below you may notice some of the column headers exactly match the name of the field, whereas others do not match. Your column headers can be labeled however you want them to be labeled. It is not necessary for the column headers to match the field name exactly but descriptive column headers are recommended for simplicity's sake. However, as long as you know what is in each column of your import file you can proceed to the next step.

3.1. Map the fields from the import file.

  1. To map the fields from the import file, all you need to do is drag & drop them from your list of columns (on the right) to the appropriate Import File Fields column (on the left).
  2. When you are finished mapping the fields, click the Import Data button.

If you make a mistake while dragging & dropping, you can easily undo it in one of 3 ways:

  • If you drop a column onto the wrong field, you can fix it by dragging & dropping it from the incorrect field to the correct field.
  • If you drop a column into the field list that is not supposed to be imported at all, then you can double-click the field to get rid of it.
  • If your entire list needs to be discarded so you can start over, click the Clear Map button.

3.2. Create a backup?

After you click the Import Data button you will be prompted to create a backup. THIS IS HIGHLY RECOMMENDED.

  • If you choose not to create a backup please be aware there is no recourse to fix the database in the event that something goes wrong.
  • The backup file will be saved in the location determined by your previously chosen backup preferences.
Create a backup?

4. The Import Log (successful).

When the import is complete, the system will display this Import Log. Any records that can be imported (without error), will be imported. If there are records that are not imported, you'll see an error for each of them in the Import Log (see next screenshot). You can save or print this log if you want to.

In this example, you can see all records were successfully created. Click Close on this window and you're finished with the import!

5. The Import Log (with errors).

If there are any records that can not be imported, the error log will give a reason why. The error messages themselves are descriptive. Most, if not all, of the errors will tell you what needs to be done. If you have questions about a specific error message, please submit a tech support request.

5.1. Save the error log.

If there are any errors during the import, the system will export an XLS file containing the records that were not imported (along with a descriptive error message for each). This file will be formatted exactly as your import file is and it will be re-importable once the errors are fixed.

Click OK to choose a save location for the error log.

Save the error log.

5.2. Choose a save location for the error log.

Navigate to the folder where you want to save the error log and click Open to continue.

Choose a save location for the error log.

5.3. The error log has been saved.

The error log file is formatted exactly the same as the original import file with one exception. This file only contains records that were not imported due to errors and also there is now a new column containing the error message.

This file itself is fully importable. You can go fix the issue that caused the error and import this exact file. You will need to restart the process at Step 1 if you need to re-import data.

The error log has been saved.