Vendor Import

Modified on Mon, 10 Jun 2019 10:56 by Freddy Donovan — Categorized as: Address Book, Import- Export Manager

Table of Contents [Hide/Show]

   General Info
   Vendor Import File Definitions
   General Import Template File Notes

General Info¶

Default Menu Location: Transaction >> Importers/Exporters >> Address Book >> Vendor Import

Screen Name: IMPORTVEND

Function: Import new vendors and update existing vendors.

Vendor Import Screen

File Name/Browse: Use the Browse button to locate and select the completed vendor import template file (in XLS format)

Export Template: Generates a blank Vendor Import template file

Map Fields: Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping. Repeat for any red lines on the left that should be mapped. If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.

Try To Match Existing Orgs: Check this box to turn on additional logic that looks through your existing organizations in Adjutant and tries to match each record in the spreadsheet with one in Adjutant. If the import program finds a match, it will update that organizations's information with the info in the spreadsheet. The program matches on vendno, then the first 5 characters of company name and the first 5 characters of address1, then city. This feature can be used to update organization information other than the company name and address details, which will not be changed.

This box should be checked if you are attempting to update existing organizations with an import file that has vendnos entered. If this box is unchecked, and the import file contains vendnos that already exist, the import process will create new organizations for the duplicates using the default org numbering logic.

Validate Vendnos: Checking this box will validate each vendno in your spreadsheet and verify it does not currently exist in Adjutant. Leave this box unchecked if you have Vendnos (Vendor Numbers) in your spreadsheet and you want to update your existing vendor records based on ID. This is commonly used if you export your vendor database to do some mass updates in Excel and then want to import that data back in to Adjutant.

Organization Attributes: Select any attributes that should be assigned to ALL vendors in the import file.

Vendor Import File Definitions¶

f1 - AcctCode - Enter the customer ID for this vendor's record on an outside accounting system. Updates the Acct. Vendor Code value in the SoldFrom record. Alternatively, can be used as a miscellaneous code entry for reporting. Allows 6 alphanumeric digits.

f2 - Adddate - Allows you to override the system adddate with an entry in the import file.

f3 - Address1 - Physical Street Address

f4 - Address2 - Physical Address 2 (apt/suite number)

f5 - Address3 - Physical Address 3

f6 - Adduser - Allows you to set the adduser in the database from the import file.

f7 - BBdol - Best Buy Dollars. Updates the Best Buy $ (first box) value in the SoldFrom record.

f8 - BBlbs - Best Buy Pounds. Updates the Best Buy # (second box) value in the SoldFrom record.

f9 - BBper - Best Buy Percentage. Updates the Best Buy % (third box) value in the SoldFrom record.

f10 - BilledDT - Billed Drive Time.

f11 - Buyer - Default person that issues purchase orders to the vendor. This must match the full name of a contact with the Buyer attribute.

f12 - CheckMemo - A memo/note that prints on the A/P check. Max 65 characters.

f13 - City - Physical Address City Name

f14 - Company - Name of Company/Organization

f15 - Contact1 - Default Contact for the organization. This will list them as the contact on the organization and make a contact record listing them as the default contact.

f16 - Contact2 - Contact 2 name.

f17 - Contact3 - Contact 3 name.

f18 - Contact4 - Contact 4 name.

f19 - Country - Name of country.

f20 - DefAcct - The default AP Distribution GL account in the SoldFrom record.

f21 - DefRecLoct - Default Receiving Warehouse location in the SoldFrom record. This field matches on the warehouse name, and the warehouse must exist in the Warehouses screen.

f22 - Discount - This field is no longer used.

f23 - Email1 - Main email address for the organization, as well as the email address for Contact1 (if entered).

f24 - Email2 - Contact 2 email address.

f25 - Email3 - Contact 3 email address.

f26 - Email4 - Contact 4 email address.

f27 - Fax - Fax number for the organization.

f28 - FOB - The default FOB terms for the SoldFrom record. This must match a value in the FOB rule.

f29 - Freight - Freight payment terms for the SoldFrom record. This must match a value in the FREIGHT rule.

f30 - IsRemitTo - Enter a 'y' if this organization should be established with a RemitTo attribute.

f31 - IsShipFrom - This attribute is no longer used.

f32 - IsSoldFrom - Enter a 'y' if this organization should be established with a SoldFrom attribute.

f33 - Latitude - This field is no longer used.

f34 - Longitude - This field is no longer used.

f35 - mAddress1 - Mailing Street Address.

f36 - mAddress2 - Mailing Address 2. (apt/suite number)

f37 - mAddress3 - Mailing Address 3.

f38 - mCity - Mailing Address City.

f39 - mCountry - Mailing Address name of country.

f40 - MiscCode - Updates the Misc Field in the SoldFrom and the RemitTo records. Accepts 10 characters alphanumeric.

f41 - Mstate - Mailing Address State.

f42 - mZipCode - Mailing Address Zip Code.

f43 - OneWayDT - This field is no longer used.

f44 - OneWayMile - This field is no longer used.

f45 - OrdNote - Updates the Comment Code (Displays on the PO) in the SoldFrom record. This validates against the PO Comment Codes (ORDNOTE) rule. However, it will create new rule entries if it does not find a match.

f46 - PayAcct - Updates the Control Acct GL account in the SoldFrom record.

f47 - Phone - Main phone number for the organization and for Contact1 (if entered).

f48 - Phone2 - Phone number for Contact2.

f49 - Phone3 - Phone number for Contact3.

f50 - Phone4 - Phone number for Contact4.

f51 - RemitToOf - Organization ID (Vendno) of parent vendor (RemitTo). This will make the line record a RemitTo child of the parent organization entered in this field.

f52 - ShipFromOf - This attribute is no longer used.

f53 - ShipVia - Shipping method default in the SoldFrom record. This must match a value in the SHIPVIA rule.

f54 - SoldFromOf - Organization ID (Vendno) of parent vendor (SoldFrom). This will make the line record a SoldFrom child of the parent organization entered in this field.

f55 - State - Physical Address two-letter postal abbreviation for the state.

f56 - Taxid - Tax ID number associated with the 1099 Type in the RemitTo record. Accepts 20 alphanumeric characters, including dashes, but is limited to SSN or TIN formatting if dashes are included.

f57 - Terms - Default payment terms. This must match a value in the TERMS rule.

f58 - Terr - Sales Territory in the RemitTo record. This must match a value in the TERR rule.

f59 - Title1 - Job title for Contact1 in file.

f60 - Title2 - Job title for Contact2 in file.

f61 - Title3 - Job title for Contact3 in file.

f62 - Title4 - Job title for Contact4 in file.

f63 - Type1099 - Updates the 1099 Type in the RemitTo record. Defines the vendor as a 1099 vendor for tracking payments. The entry must match a valid 1099 type name (not the code) from the 1099 Types (TYPE1099) rule. This value will not import if the APMULTI1099 setup option is enabled, which should be rare.

f64 - Vendno - Vendor Number (Organization ID), Leave blank to auto-assign vendor numbers. If you are attempting to update existing organization records, make sure the 'Match Existing Orgs' option is checked - otherwise the import process will create new organizations for any existing, matched vendnos.

f65 - VendNote - Vendor Note in the SoldFrom record (appears on the Recommended Reorder Report). Accepts a large number of characters (over 500).

f66 - WebSite - Organization Website address.

f67 - ZipCode - Physical Address Zip Code (you can use zip+4 if you have it).

f68 - Shortcust - Organization ShortCust value.

f69 - c1099 - Current year-to-date 1099 Dollar Amount in the RemitTo record.

f70 - l1099 - Last year-to-date 1099 Dollar Amount in the RemitTo record.

General Import Template File Notes¶

Template files are typically generated from their respective Import screen using an 'Export Template' button.
Using the 'Export Template' button from an updated system will help ensure that you are using the most up-to-date import file, and will help avoid errors.
Templates generally (but not in all cases) contain 3 rows of header information.
- The first row is generally labelled with f1 through f## and is used to give a consistent column id to each data column. Do not remove this row unless instructed.
- The second row is labelled with the column data/field name. The values in this row are used for the file mapping screen. Editing these values is generally not needed and may make the field mapping process difficult.
- The third row (if present) is labelled either with the same values from row 2, or with more detailed field descriptions. The third row is available to create a customer-friendly name for the associated data column.
  - The third row should be removed from the source file prior to importing. It will cause errors since it will be treated as the first import record on the file.
Import files MUST always be saved as 'Microsoft Excel 5.0/95 Workbook (*.xls)' format until further notice. The import screens will generate errors if the file type is not correct.

It is a good idea to perform a Mapping Table Import using a current source list before beginning on any imports. Without a current mapping table, the quality of imports can be compromised. The Mapping Table Import only needs to be run once on a newly set up Adjutant system. It does not need to be run before each import.
- Export a current list from the Mapping Table Import screen from an updated system (or contact your Implementation Consultant for an updated file).
- Perform a Mapping Table Import on the target system with the XLS file from the step above.