Suppliers import field reference and situation how-tos

What this covers

This article explains which columns to include in a Suppliers import for common tasks, which fields are required, and what every Suppliers import field does. Use the Suppliers import to add suppliers and to build each supplier's catalog of items, with vendor codes, costs, and lead times. The Suppliers import is only available in the [Admin importer].

Field names below are the Zenventory defaults. If your company renamed fields in the Lexicon, your screens and sample file show your names instead.

Required for a basic supplier

Name (or Account Number)
SKU column mapped (cells can be blank if you're not linking items)

All other fields are optional. The Situation how-tos above cover the fields needed for other tasks, like linking items and updating costs.

Mapping reference table

This table lists every field on the Suppliers import mapping screen, in the same order and under the same section headings (Supplier and Item). Use it to decide which of your file's columns to map to each field, and to check that your data is in the right format.

For each field, the table shows:

What to map this to for Suppliers: what the field does on the supplier or the supplier's item.
When is this field required?: whether the field is always needed, needed only in certain cases, or optional.
Format: the type of value the field accepts, such as text or number, and its character limit.

Field names are the Zenventory defaults. If your company renamed fields in the Lexicon, your mapping screen shows your names instead.

Mapping Field	What to map this to for Suppliers	When is this field required?	Format
Supplier
Name	The supplier's name. Rows with the same Name become one supplier, so keep a supplier's rows next to each other. The supplier details are taken from its first row. Also used to find an existing supplier. A matched supplier has this replaced by the file, even when the cell is blank.	At least one of: Name or Account Number is required	Text, 50 characters
Address 1	The first line of the supplier's street address. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 50 characters
Address 2	The second line of the supplier's address. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 50 characters
City	The city of the supplier's address. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 30 characters
State	The state or province of the supplier's address. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 50 characters
Zip	The postal or ZIP code of the supplier's address. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 10 characters
Country	The country of the supplier's address. Blank or unrecognized uses the Active Warehouse's country. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	2 letter code, 3 letter code, or full country name
Office Phone	The main office phone number for the supplier. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 12 characters
Office Fax	The fax number for the supplier. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 12 characters
Website	The supplier's website URL. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	URL, 100 characters
Main Contact Name	The name of the primary contact person at the supplier. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 50 characters
Main Contact Phone	The phone number for the primary contact at the supplier. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 12 characters
Main Contact Email	The email address of the primary contact at the supplier. Not used to find an existing supplier. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Email address, 50 characters
Alternative Contact Name	The name of a secondary contact person at the supplier. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 50 characters
Alternative Contact Phone	The phone number for the secondary contact at the supplier. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 12 characters
Alternative Contact Email	The email address of the secondary contact at the supplier. A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Email address, 50 characters
Account Number	The supplier's account number. Used first to find an existing supplier, then the Name is checked. If nothing matches, a new supplier is created. A deactivated supplier that matches is reactivated. A matched supplier has this replaced by the file, even when the cell is blank.	At least one of: Name or Account Number is required	Text, 50 characters
Terms	The payment or account terms for this supplier (e.g. Net 30). A matched supplier has this replaced by the file, even when the cell is blank.	Optional	Text, 120 characters

Item
SKU	The SKU of an item this supplier provides. The item must already exist. A SKU that isn't found is skipped with no error. The import doesn't create items. Rows with a blank SKU still save the supplier.	Required on the mapping screen (cells can be blank)	Text, must match an existing SKU, 100 characters
Vendor Code	The supplier's own part number or code for this item. For an item already linked to this supplier, a blank cell clears the saved value.	Optional	Text, 50 characters
Unit Cost	The cost per unit when ordering this item from this supplier. Used as the cost on purchase order lines for this supplier when no cost is given. For an item already linked to this supplier, a blank cell clears the saved value.	Optional	Number, up to 8 decimals
Default Lead Time (Days)	The number of days it typically takes to receive this item from this supplier. For an item already linked to this supplier, a blank cell clears the saved value.	Optional	Whole number
Minimum Order Quantity	The minimum quantity when ordering this item from this supplier. Used as the default quantity when the item is added to a purchase order for this supplier. For an item already linked to this supplier, a blank cell clears the saved value.	Optional	Number (decimals allowed)

Situation how-tos

Situation	Columns to include	What to know
Add suppliers	• Name • Account Number (optional) • Any other supplier columns • SKU (mapped, cells can be blank)	Use one row per supplier. The SKU column has to be mapped, but you can leave its cells blank if you're not linking items.
Link items to a supplier (supplier catalog)	• Name or Account Number • SKU • Vendor Code • Unit Cost • Default Lead Time (Days) • Minimum Order Quantity	Use one row per item and keep a supplier's rows next to each other. The supplier details are taken from its first row. Items must already exist. A SKU that isn't found is skipped with no error.
Update an existing supplier	• Name or Account Number • All the supplier's other details	A matched supplier has every supplier field replaced by the file, even when the cell is blank, and a deactivated supplier is reactivated. Include the supplier's full details, not just the ones that are changing.
Update item costs or lead times for a supplier	• Name or Account Number • SKU • Vendor Code • Unit Cost • Default Lead Time (Days) • Minimum Order Quantity	For an item already linked to the supplier, a blank Vendor Code, Unit Cost, Default Lead Time, or Minimum Order Quantity clears the saved value. Include all four, even the ones that aren't changing. The supplier's own details are replaced too, so include them.
Import suppliers for a client (3PL)	• Select the client in the import window (there's no client column)	Suppliers are created under that client, and SKUs are looked up within that client's items.
Import suppliers that only have account numbers	• Account Number • Name	Always include a Name. Rows are grouped by Name, so rows with a blank Name are treated as one supplier, even when their account numbers are different.
Avoid linking to the wrong supplier	• Name • Account Number	Keep supplier names and account numbers unique. If more than one supplier matches, the row may be linked to the wrong one, and that supplier's details are replaced.
Remove an item from a supplier	• Not possible by import	The import only adds and updates supplier items. Remove the item from the supplier in Zenventory.

How the import handles suppliers

How does Zenventory know which rows belong to the same supplier?

Rows with the same Name become one supplier, with one linked item per row. Keep a supplier's rows next to each other in your file.

The supplier details are taken from the supplier's first row. You only need to fill them in once per supplier.
Always include a Name. Rows with a blank Name are treated as one supplier, even when their account numbers are different.

Will my file create new suppliers or change existing ones?

Zenventory looks for an existing supplier by Account Number first, then by Name. The Main Contact Email isn't used for matching.

If nothing matches, a new supplier is created.
If a supplier matches, every supplier field is replaced by your file, even when a cell is blank. A deactivated supplier is reactivated. Include the supplier's full details, not just the ones that are changing.
Keep supplier names and account numbers unique. If more than one supplier matches, the row may be linked to the wrong one.

What happens to items on each row?

The SKU must already be in Zenventory. The Suppliers import doesn't create items, and a SKU that isn't found is skipped with no error. When setting up from scratch, run your Items import first.
For an item that's already linked to the supplier, a blank Vendor Code, Unit Cost, Default Lead Time (Days), or Minimum Order Quantity clears the saved value.
The import only adds and updates items on a supplier. It can't remove them.