10. Suppliers

Owned by Alan Gilchrist
Last updated: Aug 15, 2022
3 min read

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

 

Copyright Ontech Solutions 2017-2024. All rights reserved, no part may be replicated or distributed without the express permission of the owner.