Supplier Import Format

NOTE For general information on using imports, see Imports FAQ.

The following table lists the format for importing a record in Supplier Import.

Column	Position	Field	Maximum Length	Format	Required	Description
A	1	Supplier Name	40	Character	Yes	Enter the supplier name.
B	2	Supplier Code	15	Character	Yes	Enter the supplier code.
C	3	Address 1	60	Character	Yes	Enter the first line of the supplier's address.
D	4	Address 2	60	Character	No	Enter the second line of the supplier's address.
E	5	City	40	Character	Yes	Enter the city of the supplier's address.
F	6	State/Province	3	Character	Yes, only if a state or province is required for the country of the supplier	Enter a valid state or province of the supplier's address. For information on state and province codes, see State and Province Maintenance.
G	7	Postal Code	10	Character	Yes, only if a postal code is required for the country of the supplier	Enter the postal code of the supplier's address. The format of the postal code is set up for the country in Country Maintenance, and can optionally be set up to be validated. For more information on postal codes, see Postal Code Maintenance.
H	8	Country Code	10	Character	Yes	Enter a valid country code for the supplier's address. For information on country codes, see Country Maintenance.
I	9	Phone Number	16	Character	No	Enter the supplier's phone number. The format of the telephone number is set up in Country Maintenance.
J	10	Fax Number	16	Character	No	Enter the supplier's fax number.
K	11	Email	60	Character	No	Enter the supplier's email address.
L	12	Payment Terms	12	Character	Yes	Enter valid default payment terms for the supplier. For information on setting up payment terms, see Payment Terms Maintenance.
M	13	Inactive	3	Yes/No	No	Enter Yes or Y if you want to mark the supplier as inactive. If you leave this field blank, it defaults to No (the supplier is marked as active). If you enter Yes or Y, the supplier does not appear in most Lookup windows, and cannot be selected in Voucher Entry and other windows where a supplier is entered.
N	14	Requires 1099	3	Yes/No	No	Enter Yes or Y if the supplier requires a 1099 to be filed. If you leave this field blank, it defaults to No (the supplier is not a 1099 supplier). If you enter Yes or Y, you must enter the 1099 legal name, legal ID, and form type for the supplier.
O	15	Search Name	40	Character	No	Enter an alternate name or acronym to use for browsing and searching for this supplier instead of the supplier's full name. This field is used as another search criterion in supplier name Lookup windows.
P	16	Currency	8	Character	No	Enter a valid default currency in which the supplier is usually paid. This currency is used as the default currency in Voucher Entry. For information on setting up currencies, see Currency Maintenance. If this field is blank, it defaults to the default currency for the ledger.
Q	17	Freight ID	12	Character	No	Enter the supplier's freight ID used for reports and inquiries. This field is informational only.
R	18	Tax ID	20	Character	No	Enter the tax ID of the supplier. This field is informational only.
S	19	Accounts Payable Clearing Mask	29	Character	No	Enter all or part of the accounts payable clearing general ledger account to use when resolving the account from the supplier. The account must be unformatted (no hyphens, periods, etc.). Typically, this field is left blank (accounts payable accounts generally are resolved from the default general ledger accounts). For more information on accounts payable clearing accounts, see Purchasing Account Resolution. Note You can enter asterisks (*) for account elements you do not want to resolve from the supplier. You must enter an asterisk for each digit in the account element. For example, if an element has a length of four, you must enter four asterisks.
T	20	Accounts Payable Mask	29	Character	No	Enter all or part of the accounts payable general ledger account to use when resolving the account from the supplier. The account must be unformatted (no hyphens, periods, etc.). Typically, this field is left blank (accounts payable accounts generally are resolved from the default general ledger accounts). For more information on accounts payable accounts, see Purchasing Account Resolution. Note You can enter asterisks (*) for account elements you do not want to resolve from the supplier. You must enter an asterisk for each digit in the account element. For example, if an element has a length of four, you must enter four asterisks.
U	21	Inbound Mask	29	Character	No	Enter all or part of the inbound general ledger account to use when resolving the account from the supplier. The account must be unformatted (no hyphens, periods, etc.). Typically, this field is left blank (accounts payable accounts generally are resolved from the default general ledger accounts). For more information on inbound accounts, see Purchasing Account Resolution. Note You can enter asterisks (*) for account elements you do not want to resolve from the supplier. You must enter an asterisk for each digit in the account element. For example, if an element has a length of four, you must enter four asterisks.
V	22	Pre-Payment Mask	29	Character	No	Enter all or part of the prepayment general ledger account to use when resolving the account from the supplier. The account must be unformatted (no hyphens, periods, etc.). Typically, this field is left blank (accounts payable accounts generally are resolved from the default general ledger accounts). For more information on prepayment accounts, see Purchasing Account Resolution. Note You can enter asterisks (*) for account elements you do not want to resolve from the supplier. You must enter an asterisk for each digit in the account element. For example, if an element has a length of four, you must enter four asterisks.
W	23	Requires Purchase Order	3	Yes/No	No	Enter Yes or Y if a purchase order number must be entered in Voucher Entry for the supplier's vouchers. If you leave this field blank, it defaults to No.
X	24	Overage Option	9	Character	No	Enter an overage option to specify an action to perform if the warehouse receives more product for the supplier than the quantity ordered (by the percentage entered for the Overage Percent field). Enter one of the following values: Absorb - Keep excess product. Send Back - Return excess product to the supplier. Warn - Display a warning message. If this field is left blank, it defaults to Absorb.
Y	25	Overage Percent	6	>>9.99	No	Enter an overage percentage for the supplier. In Receiving Entry, if the receiving amount is greater than the purchase order amount by this percentage, then the software automatically takes action. Example If 10 is entered in this field, and the original purchase order quantity is 100, the system takes the appropriate action if the quantity of the product received is greater than 110. The action taken is based on the value entered for the Overage Option field.
Z	26	Supplier Division	12	Character	Yes	Enter a valid supplier division for the supplier. For information on setting up supplier divisions, see Supplier Division Maintenance.
AA	27	Group ID	12	Character	No	Enter a valid supplier group ID for the supplier. For information on setting up supplier group ID's, see Supplier Group Maintenance.
AB	28	Minimum Net Weight	10	>>>>>>9.99	No	Enter the minimum net weight for supplier purchases.
AC	29	Minimum Net Weight Unit of Measure	8	Character	No	Enter a valid unit of measure for the Minimum Net Weight field. For information on setting up units of measure, see Unit of Measure Maintenance.
AD	30	Minimum Gross Weight	10	>>>>>>9.99	No	Enter the minimum gross weight for supplier purchases.
AE	31	Minimum Gross Weight Unit of Measure	8	Character	No	Enter a valid unit of measure for the Minimum Gross Weight field. For information on setting up units of measure, see Unit of Measure Maintenance.
AF	32	Minimum Volume	10	>>>>>>9.99	No	Enter the minimum volume for supplier purchases.
AG	33	Minimum Volume Unit of Measure	8	Character	No	Enter a valid unit of measure for the Minimum Volume field. For information on setting up units of measure, see Unit of Measure Maintenance.
AH	34	Minimum Amount	10	>>>>>>9.99	No	Enter the minimum amount for supplier purchases.
AI	35	Free Freight Net Weight	10	>>>>>>9.99	No	Enter the minimum net weight to attain free freight for products shipped from the supplier.
AJ	36	Free Freight Net Weight Unit of Measure	8	Character	No	Enter a valid unit of measure for the Free Freight Net Weight field. For information on setting up units of measure, see Unit of Measure Maintenance.
AK	37	Free Freight Gross Weight	10	>>>>>>9.99	No	Enter the minimum gross weight to attain free freight for products shipped from the supplier.
AL	38	Free Freight Gross Weight Unit of Measure	8	Character	No	Enter a valid unit of measure for the Free Freight Gross Weight field. For information on setting up units of measure, see Unit of Measure Maintenance.
AM	39	Free Freight Volume	10	>>>>>>9.99	No	Enter the minimum volume to attain free freight for products shipped from the supplier.
AN	40	Free Freight Volume Unit of Measure	8	Character	No	Enter a valid unit of measure for the Free Freight Volume field. For information on setting up units of measure, see Unit of Measure Maintenance.
AO	41	Free Freight Amount	10	>>>>>>9.99	No	Enter the minimum monetary amount to attain free freight for products shipped from the supplier.
AP	42	Payment Method	17	Character	Yes	Enter one of the following as the default payment method for the supplier: ACH Automatic Draft Banker Acceptance Cash Check Credit Card Direct Debit Direct Deposit Exchange Manual Other Pre-paid Transfer Wire
AQ	43	Default Lead Time	3	>>9	No	Enter the supplier's default lead time (the number of days between placing and receiving supplier purchase orders). This is used by DRP to calculate purchase order and blanket release delivery dates. You can override this value for specific locations in Supplier Maintenance. For more information, see DRP - Lead Time Calculation FAQ.
AR	44	Review Days	3	>>9	No	Enter the average number of days between reviews of the supplier to determine reorders. This is used by DRP.
AS	45	Last Review Date	10	99/99/9999	No	Enter the last date the information for the supplier was reviewed.
AT	46	Default Shipper	12	Character	No	Enter a valid default shipper ID for the supplier. This is used as the default shipper ID on purchase orders for the supplier. For information on setting up shipper ID's, see Shipper Maintenance.
AU	47	Default FOB	12	Character	No	Enter a valid default FOB code for the supplier. For information on setting up FOB codes, see Freight On Board Maintenance.
AV	48	Default Container Type	20	Character	No	Enter a valid default container type for the supplier. For information on setting up container types, see Container Type Maintenance.
AW	49	EDI Trade ID	25	Character	No	Enter a valid EDI trade ID for the supplier. For information on setting up EDI trade ID's, see EDI Trading Partner Maintenance.
AX	50	Days to Clear Checks	4	->>9	No	Enter the number of days it normally takes for the supplier to clear checks. This field is informational only.
AY	51	Standard Discount	6	>>9.99	No	Enter the standard discount from the supplier. This field is informational only.
AZ	52	Product Code Mask	40	Character	No	If segmenting the product code, enter the portion of the segment that relates to the supplier.
BA	53	Supplier's Account Number	20	Character	No	Enter the supplier's account number for you. This number is printed on check remittance stubs to make it easy for the supplier's accounts receivable department to apply the payment.
BB	54	Default Single General Ledger Account in Voucher Entry	3	Yes/No	No	Enter Yes or Y if vouchers for the supplier use a single general ledger account by default. If you enter Yes or Y, the Single radio button is selected in Voucher Entry when a voucher is entered for the supplier. This overrides the default setting set up in Accounts Payable Control Maintenance.
BC	55	1099 Legal Name	30	Character	Yes, only if Y is entered for the 1099 Supplier field	Enter the legal name of the supplier for tax forms.
BD	56	1099 Legal ID	15	Character	Yes, only if Y is entered for the 1099 Supplier field	Enter the legal ID of the supplier for tax forms.
BE	57	1099 Type	4	Character	Yes, only if Y is entered for the 1099 Supplier field	Enter one of the following 1099 form types for the supplier: A B C DIV G INT MISC OID PATR R S
BF	58	Print Receiving Labels	3	Yes/No	No	Enter Yes or Y to print receiving labels for the supplier when performing receiving from the supplier.
BG	59	Extended Due Days	3	>>9	No	Enter a number between 0 and 365 for the number of extended due days. You can use this field to track a number of days late that you can pay the supplier without the supplier charging a fee.
BH	60	C-TPAT Country of Origin	10	Character	No	Enter a valid country code of the C-TPAT country of origin for the supplier's products. For information on setting up country codes, see Country Maintenance.
BI	61	Royalty Book	12	Character	No	Enter a valid royalty book for the supplier. For information on setting up royalty books, see Royalty Book Maintenance.
BJ	62	Royalty Expense Mask	29	Character	No	Enter the royalty expense account for the supplier. If no royalty expense account is entered for a supplier, royalties for the supplier are posted to the default royalty expense account set up in Purchasing Control Maintenance.
BK	63	Royalty Accrual Mask	29	Character	No	Enter the royalty accrual account for the supplier. If no royalty accrual account is entered for a supplier, royalties for the supplier are posted to the default royalty accrual account set up in Purchasing Control Maintenance.
BL	64	Profit Group Code	12	Character	Yes, only if the Profit Group is required for suppliers check box is selected in Scorecard Control Maintenance	Enter a valid scorecard profit group code for the supplier. For information on setting up scorecard profit group codes, see Scorecard Profit Group Maintenance.
BM	65	Profitability Customer Option	7	Character	No	Enter one of the following: Require - Require customer cost allocation information to be entered on the Customers tab in Voucher Entry or Voucher Edit when entering vouchers for the supplier. Warn - Display a message after entering a voucher for a supplier in Voucher Entry or Voucher Edit without entering customer cost allocation information on the Customers tab. None - Permit vouchers to be entered for the supplier without entering customer cost allocation information in Voucher Entry or Voucher Edit.
BN	66	Profitability Supplier Option	7	Character	No	Enter one of the following: Require - Require supplier cost allocation information to be entered on the Suppliers tab in Voucher Entry or Voucher Edit when entering vouchers for the supplier. Warn - Display a message after entering a voucher for a supplier in Voucher Entry or Voucher Edit without entering supplier cost allocation information on the Suppliers tab. None - Permit vouchers to be entered for the supplier without entering supplier cost allocation information in Voucher Entry or Voucher Edit.
BO	67	Profitability Product Option	7	Character	No	Enter one of the following: Require - Require product cost allocation information to be entered on the Products tab in Voucher Entry or Voucher Edit when entering vouchers for the supplier. Warn - Display a message after entering a voucher for a supplier in Voucher Entry or Voucher Edit without entering product cost allocation information on the Products tab. None - Permit vouchers to be entered for the supplier without entering product cost allocation information in Voucher Entry or Voucher Edit.
BP	68	Input VAT Clearing	29	Character	No	Enter all or part of the input VAT clearing general ledger account to use when resolving the account from the supplier. For more information on input VAT clearing accounts, see VAT Account Resolution. Note You can enter asterisks (*) for account elements you do not want to resolve from the supplier. You must enter an asterisk for each digit in the account element. For example, if an element has a length of four, you must enter four asterisks.
BQ	69	Input VAT	29	Character	No	Enter all or part of the input VAT general ledger account to use when resolving the account from the supplier. For more information on input VAT accounts, see VAT Account Resolution. Note You can enter asterisks (*) for account elements you do not want to resolve from the supplier. You must enter an asterisk for each digit in the account element. For example, if an element has a length of four, you must enter four asterisks.
BR	70	Input VAT Write-off	29	Character	No	Enter all or part of the input VAT write-off general ledger account to use when resolving the account from the supplier. For more information on input VAT write-off accounts, see VAT Account Resolution. Note You can enter asterisks (*) for account elements you do not want to resolve from the supplier. You must enter an asterisk for each digit in the account element. For example, if an element has a length of four, you must enter four asterisks.
BS	71	Input VAT Pending	29	Character	No	Enter all or part of the input VAT pending general ledger account to use when resolving the account from the supplier. For more information on input VAT pending accounts, see VAT Account Resolution. Note You can enter asterisks (*) for account elements you do not want to resolve from the supplier. You must enter an asterisk for each digit in the account element. For example, if an element has a length of four, you must enter four asterisks.
BT	72	Supplier VAT ID	30	Character	No	Enter the supplier's tax identification number for VAT. Example For an Australian supplier, enter the supplier's Australian Business Number (ABN).
BU	73	County	36	Character	No	Enter the county of the supplier's address.
BV	74	Cash Flow Supplier Group Code	20	Character	No	Enter a valid cash flow supplier group for the supplier. The cash flow supplier group controls the rules for how and when cash is sent to the supplier. If this field is blank, the supplier is assigned to the default cash flow supplier group. For information on setting up cash flow supplier groups, see Cash Flow Supplier Group Maintenance.
BW	75	ABA Routing Number	20	Character	No	Enter the bank ABA routing number for the supplier's account.
BX	76	Bank Account Number	20	Character	No	Enter the bank account number for the supplier.
BY	77	Bank Account Name	40	Character	No	Enter the bank account name for the supplier.
BZ	78	Supplier ID	3	Character	No	Enter a unique supplier ID number assigned by a third-party for use with data extracts output in Generate Data Extract.
CA	79	Supplier Type	1	Character	No	Enter one of the following 1-digit values to indicate a supplier type by which to classify the supplier: 1 - Product 2 - Charge 3 - Expense If you leave this field blank, it defaults to None.
CB	80	Wine	3	Yes/No	No	Enter Yes or Y if the supplier is licensed to sell wine.
CC	81	Spirits	3	Yes/No	No	Enter Yes or Y if the supplier is licensed to sell spirits.
CD	82	Beer	3	Yes/No	No	Enter Yes or Y if the supplier is licensed to sell beer.
CE	83	Invoice Customer Code	12	Character	No	Enter a valid customer code associated with the supplier for which to create invoices when using supplier allowances and/or invoice billbacks. For more information on supplier allowances, see Using Supplier Allowances. For information on setting up customers, see Customer Maintenance.
CF	84	Billback Type	7	Character	No	Enter the billback type for the supplier. Enter one of the following: Invoice Voucher
CG	85	Display Billback Detail on Invoice	3	Yes/No	No	Enter Yes if you want to display billback detail on billback invoices for the supplier.
CH	86	User Defined 1	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CI	87	User Defined 2	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CJ	88	User Defined 3	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CK	89	User Defined 4	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CL	90	User Defined 5	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CM	91	User Defined 6	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CN	92	User Defined 7	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CO	93	User Defined 8	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CP	94	User Defined 9	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CQ	95	User Defined 10	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CR	96	User Defined 11	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CS	97	User Defined 12	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CT	98	User Defined 13	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CU	99	User Defined 14	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CV	100	User Defined 15	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CW	101	User Defined 16	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CX	102	User Defined 17	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CY	103	User Defined 18	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
CZ	104	User Defined 19	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
DA	105	User Defined 20	400	Character, Date, Decimal, Integer, or Logical	No	Enter the appropriate user-defined information for the supplier. The labels, formats, and validations for this field are set up in User Defined Fields Maintenance.
DB	106	Supplier Portal Site	12	Character	No	Enter a valid supplier portal site that the supplier is allowed to access.
DC	107	Default Cash Account	29	Character	No	Enter a valid default cash general ledger account used for payment of vouchers to the supplier. The account must be a Cash category account.
DD	108	Address 3	60	Character	No	Enter the third line of the supplier's address.
DE	109	Distributor ID	8	Character	No	Enter a unique distributor ID number for use with the Vermont Information Processing (VIP) extract output in Generate Data Extract.
DF	110	Default In Transit Lead Time	3	>>9	No	Enter the default in-transit lead time for the supplier, which is the number of days between when the product is shipped and received. This is used by DRP to calculate purchase order and blanket release ship dates. You can override this value for specific locations for the supplier. For more information, see DRP - Lead Time Calculation FAQ. Example If the in-transit lead time is 10 days, and the purchase order delivery date is 06/15/2020, the purchase order ship date is calculated as 06/05/2020.
DG	111	Default Ship and Debit Type	1	Character	No	Enter a value from 1-3 to indicate the default ship and debit type for the supplier. Enter one of the following: 1 - Calculate the rebate based on quantity breaks 2 - Calculate the rebate based on a specific price 3 - Calculate the cost based on quantity breaks
DH	112	Bank Code	12	Character	No	Enter a valid bank code for the supplier's bank account if a bank account is set up in the Bank Account Number field (position 76). For information on setting up bank codes, see Bank Code Maintenance.
DI	113	IBAN	40	Character	No	Enter the International Bank Account Number (IBAN) for the supplier's bank account if a bank account is set up in the Bank Account Number field (position 76).
DJ	114	Primary Ship From Excise ID	30	Character	No	Enter the excise tax ID for the supplier's primary ship-from address if the address is a tax warehouse.
DK	115	1099 Reporting Box	3	Character	No	Enter a valid default 1099 reporting box to use for the supplier's vouchers. This must be a reporting box set up for the form type entered in the 1099 Type field (position 57). For information on setting up reporting boxes, see Form 1099 Reporting Box Maintenance.
DL	116	Consent Provided	3	Yes/No	No	Enter Yes if the data subjects, that is, the suppliers have provided consents to use their personal data.
DM	117	Consent Attached	3	Yes/No	No	Enter Yes if the data subjects' consents to use their personal data are attached using the standard attachment function in Supplier Maintenance.
DN	118	Consent Date	10	99/99/9999	No	Enter the date on which the data subjects, that is, the suppliers, provided the consents to use their personal data.

Prerequisites

Before using this import, the following must be set up:

countries
payment terms
supplier divisions

Import Format Notes

All general ledger accounts are validated against existing accounts. If there are no existing accounts that partially or completely match the account, an error appears in the import error log.
If the system-file.default-phone-format has no other formatting in it (it is all "x’s"), the formatting is not removed, otherwise, the formatting is removed.
Filter your list of suppliers before importing to avoid importing suppliers that have no payment activity within the last two years.
The default Payment Method field is automatically entered as Check.
Supplier default general ledger accounts are not set up during the supplier import.
There must be a record of blank space(s) at the end of an import file.