Upload Item Vendor Mapping

An item vendor mapping maps an item to a vendor so that whenever a purchase order is created with that particular vendor and item, the mapped rate and discount are retrieved. This can be useful when certain vendors offer special rates for specific items.

Mappings can also be enabled or disabled, depending on their validity. You can use the upload option to bulk import multiple mappings into the system using the steps mentioned below:

• Download the latest CSV template from the “Batch Upload Item Vendor Mapping” module.

• Add the mapping information to the CSV template.

• Upload the CSV template into Xoro.

Downloading the CSV template

• Go to Batch Upload Item Vendor Mapping using the Search Menu.

• Click on “Download Template“.

  

Copying the information into the template

Once you’ve downloaded the template file, you can add/copy your data into the CSV. Mandatory fields are marked with a double asterisk (**) prefix.

Below are some points to be noted when entering the data into the template.

• The file must be a CSV (Comma-separated values) file. The name of your file must end with CSV.

• Make sure you don’t change any of the column headings from row 1 in the template; these are needed for the file to import correctly.

• Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.

• Sometimes long numbers (UPC, etc.) are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.

If you’re importing more than 5,000 records, we recommend you split up the file.

Upload Item Vendor Mapping Fields

Column Name	Data Type	Description
**VendorName	Text	Enter the Vendor you want to map the Item to.
**ItemNumber	Text	Enter the SKU number you want to map. So when this item is retrieved in a purchase order along with the selected vendor, the item’s rate and discount can be specified.
**VendorPartNumber	Text	Enter the Vendor Part Number for the mapping. This is a unique identification code assigned by a vendor to a specific product or item they offer. It helps in tracking and identifying products within the vendor's inventory.
VendorPartDescription	Text	Enter the description for the vendor part number.
**VendorListPrice	Text	Enter the list price for this Vendor Mapping. This specified price will be applied when procuring the item from the chosen vendor and it will be fetched into the Purchase Order.
**VendorDiscount	Text	Enter the vendor discount for this mapping, it will be fetched into the purchase order.
LeadTimeDays	Numeric	Enter the time (in days) it takes for the vendor to fulfill the order for the item.
ActiveFlag	Text	Enter “Y”, if you want the mapping to take place, else put “N” to mark the mapping as inactive.
IsDefault	Text	Enter "Y" if the selected vendor is the default vendor for the item being mapped, else put ”N”.
PurchaseUomCode	Text	Specify the unit of measure for vendor's purchase of the item (liter, unit, kilogram, etc.).
NotesToVendor	Text	This field allows you to add any notes or additional information for the vendor.
InternalNotes	Text	This field allows you to add additional notes or information for the internal team.
ImportError	Text	If there are any errors from an upload, they will be listed in this column.

Please note that if an item is created (either manually or through an upload) with a default vendor, then an Item Vendor Mapping will be created automatically.

Uploading the template

Once you have entered data into the CSV file, you can follow the steps below to upload it into Xoro:

• Click Browse to select the saved CSV template file.

  
• After the file has been selected, click Upload to start importing.

  
• While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.

• After the import has been completed, the result will be displayed with the message for success or error (if any).

• Item Vendor Mapping will only get uploaded into the system if there are no errors in the file.

• If there are errors in the file, you can download the error file, fix the errors in the Original File, and upload it back into Xoro.