If you need to add suppliers in bulk or require changes to several existing suppliers, we recommend using the import tool.
Note: Before completing a supplier import, please download and read the full Supplier Import Specification. You can also download a Supplier Import Template CSV file if required.
Prerequisites
If assigning approval flows to suppliers, ensure all approval flows are created before importing the supplier data.
If assigning an invoice policy to suppliers, ensure all policies are created before importing the supplier data.
General rules
File must be .csv.
Column headers are required for data fields that need updating. Header names are space and case insensitive.
If the file does not contain the required data fields, the whole CSV file will be rejected.
If the file contains any extra headers not recognised, the whole CSV file will be rejected.
If an existing supplier is found with the same name, the existing supplier is updated.
If any data field on a record has an error, the record is skipped, and processing moves onto the next record.
The maximum number of records/suppliers is 10,000 per CSV file import.
Character limits include spaces.
How to import suppliers
To import your suppliers, follow the steps below:
1. In the Invoicing module, go to Finance > Suppliers (under the Suppliers heading).
2. Click the Add button and select Import Suppliers from the drop-down.
3. In the pop-up window, click Browse and select the CSV file containing the supplier data from your device.
4. Click Import.
Note: Always use Test Mode to ensure you're importing the data correctly. After your file has been tested, click View Full Details in the File Processing Complete banner to view the Imported File Details results.
New records - number of new suppliers created.
Updated records - number of existing suppliers changed.
Skipped records - use the feedback given for each skipped record to make corrections to the suppliers before importing the file again.
If an unexpected error occurs, please contact support@expensein.com for help.
5. Check the processed file email notification sent to you matches the import record totals.
6. Once you have successfully tested your suppliers import, import your suppliers with Test Mode disabled.
7. When your CSV file is imported, you'll receive a confirmation message on the page; your suppliers will now be added or updated.