10. Suppliers

We need the suppliers as the first file in the import, we need to have these loaded before the products are loaded.

We expect the supplier code to be the same as the one in your finance system.

If you are using most finance systems then either contact name or company name are used to establish a link on the first connection.

Template Download

Some files contain example data in them, you should remove this before submitting back to us for loading.

Template / Example Files

Key Field Information

Further Reading about field types and notes are contained in the expand sections below, expand if you need to know more details.

Field Type Information

Name	Description
BIT	0 is NO / 1 is YES BIT fields must have an entry and can not be blank
Varchar(50)	Is an alpha numeric field of length 50, this can accept letters, number and symbols
INT	Is a single number field (no decimals) e.g. 1,2,3,4,5 Fields marked as INT must have an entry
DECIMAL (8,5)	Is a decimal fi

Field Notes

Default will be used unless you enter something in a field marked as DEFAULT
The CL column indicates the code list that this list can be found in within the document.
Mandatory fields are marked on the excel spreadsheets and in RED below
The field names in the import document can not be changed as these are used for matching.

Data Field Definition

Name	Type and Limit	Mandatory	Code List	Notes
Account	[varchar](8)	YES UNIQUE		Enter a unique code for this supplier, this will be used on the product import to identify this supplier
VAT	[int]	YES	1	Use S for Standard VAT See Code List
Currency	[int]	YES	3	ISO three digit code e.g. USD, GBP, EUR
Country	[int]	YES	2	ISO two digit code GB, US, CH, FR
AccountName	[varchar](50)	YES		Mandatory The name of your supplier
AddressLine1	[varchar](50)
AddressLine2	[varchar](50)
AddressLine3	[varchar](50)
County	[varchar](50)			Provide the Town in this field
PostCode	[varchar](30)
TelephoneNumber	[varchar](30)			Main Telephone number for the supplier
FaxNumber	[varchar](30)			Main fax number for the supplier
Contact	[varchar](30)			The Main Contact for the account
EmailAddress	[varchar](50)			The main email address for the supplier
WebSite	[varchar](50)
VATRegNo	[varchar](30)
ContactName	[varchar](30)			If you have a specific contact you wish to store then you can enter the specific contacts information here, this is their name
TradeContact	[varchar](30)			An additional field if there is an alternate to the Contact name.
ContactTelephone	[varchar](20)			Specific contact details. Only fill if different to the main telephone
ContactFAX	[varchar](20)			Specific contact details. Only fill if different to the main fax
ContactEmail	[varchar](50)			Specific contact details. Only fill if different to the main email
ContactWebSite	[varchar](50)			Specific contact details. Only fill if different to the main website, e.g. an alternative ordering portal as an example.
NominalAccount	[varchar](8)	Conditional		required only if posting by supplier for purchases otherwise will use the default.
CostCentre	[varchar](3)			Optional for posting
Department	[varchar](3)			Optional for posting
IsEmailEnable	[bit]	YES		Send them an email when you enter a PO ? Default will depend whether you have an email address and its in the ExportOptionEmail, if so then this should be set to 1 Otherwise set to 0
IsPrintEnable	[bit]	YES		Print a PO when you enter it ? Default is 0 But if you need the paper then set this to 1
ExportOptionEmail	[varchar](150)	Yes if you are sending the Po via email		Is you set the ISEmailEnabled to YES then we will sent the purchase order to this email address. So this becomes mandatory if you want to send PO via email. What address will the PO be sent to.
If we are loading the finance system with the supplier accounts then following information beyond this point may be required.
SettlementDiscount	[decimal] DEFAULT ((0.00))			to 2 decimal places.
PayDueDaysAndTerms	[varchar](30)			Text
BankName	[varchar](50)
BankAddress1	[varchar](50)
BankAddress2	[varchar](50)
BankTown	[varchar](50)
BankCounty	[varchar](50)
BankPostCode	[varchar](10)
BankAccountName	[varchar](50)
SortCode	[varchar](20)
AccountNumber	[varchar](30)
BACSReference	[varchar](50)
ShortName	[varchar](8)
PaymentTermsDays	[int] DEFAULT ((0))
PaymentTermsBasis	[tinyint]
PaymentGroupID	[bigint]
UseCountrySpecificPOAcknowledgement	[bit]	YES		Applicable for French suppliers, if set to 1 then they will receive the PO in French. Set to 0 for default
InSage	[bit]	YES		Used to indicate this record is in the finance system. Default is 1 = YES Use 0 if these need to be passed through