Upload Vendors

A vendor is a person or business that supplies goods or services to a company. Another term for a vendor is a supplier or manufacturer. This article describes how you can upload vendors in batch into Xoro.

Uploading Vendors

The vendors can be uploaded in three steps.

• Download the latest CSV Template from the “Upload Vendors” module.

• Copy vendor information into the CSV Template.

• Upload the CSV Template into Xoro.

Downloading the CSV template file

• Go to Upload Vendors using the Search Menu.

• Click on “Download Template”.

Copying the information into the template

Once you’ve downloaded the template file, you can copy your data using any spreadsheet software. There are columns that you must complete and others that are optional. 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 column headings from row 1 in the template; these are needed for the file to import correctly.

• All date fields will accept a format of MM/DD/YYYY or MM-DD-YYYY.

• 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 Vendors Template Fields

Column Name	Data Type	Description
AccntNumber	Text	Enter the vendor’s account number. This can be a number from a previous system.
AlertNote	Text	Enter an alert note here for a vendor that will be displayed when the vendor is selected in applicable modules.
ActiveFlagStr	Text	Mark the vendor active or inactive. Acceptable values: “Y” or “N”.
**PaymentTermName	Text	Enter the default payment term for this vendor. This payment term must already exist in Xoro and its name must be entered here exactly as it is in the Payment Term Centre.
NameOnCheque	Text	This is the vendor’s name on cheque to be displayed. When a payment is made with this vendor by cheque, this name is fetched by default.
BusinessNumber	Text	Enter the vendor’s business number.
isSaleTaxAgencyStr	Text	Select this if the vendor is a tax agency. Acceptable values: “Y” or “N”.
LeadTimeDays	Numeric	Enter the lead time days for the vendor. This is the time it takes for the vendor to fulfill the orders.
**TaxCodeChar	Text	The vendor’s default tax code. This tax code will be applied to all items for relevant modules when this vendor is selected. This tax code must already exist in Xoro and its name must be entered here exactly as it is in the Tax Code Centre.
CreditLimit	Numeric	Enter the credit limit for the vendor.
MinOrdAmt	Numeric	The minimum order amount for this vendor.
**CurrencyCode	Text	The vendor’s currency. This must match the currency of the Accounts Payable.
**TypeName	Text	The vendor’s type. Choose from: Consultant, Manufacturer, Service Provider, Suppliers, Tax Agency.
VendorSinceDate	Text	The vendor has been with the company since this date.
**CompanyName	Text	The vendor’s company name. This must be a unique company name for the vendor.
JobTitle	Text	The vendor contact’s job title.
ContactFirstName	Text	The first name of the vendor’s contact.
ContactLastName	Text	The last name of the vendor’s contact.
MainPhone	Text	Enter the vendor's main phone number in this field.
WorkPhone	Text	Enter the vendor's work phone number in this field.
Mobilephone	Text	The vendor contact’s mobile phone number in this field.
Fax	Text	Enter the vendor contact’s fax number here.
EmailMain	Text	Enter the vendor contact’s main email here.
EmailCc	Text	Enter the vendor’s CC email in this field.
OtherConatctInfo	Text	Any other contact information for the vendor is captured in this field.
**DefaultAccountPayableName	Text	The default AP for this vendor. This account must already exist in Xoro and its name must be entered here exactly as it is in the Chart of Accounts.
**DefaultAccountExpenseName	Text	The default expense account for this vendor. This account must already exist in Xoro and its name must be entered here exactly as it is in the Chart of Accounts.
OpeningBalanceDate	Text	The opening balance date.
OpeningBalance	Text	If necessary, enter a positive or negative amount here for the vendor’s balance. This will generate a bill or vendor credit for the vendor and is handy for when creating a vendor with an existing balance.
ExchangeRate	Numeric	If an Opening Balance is entered, then the transaction will use this exchange rate.
StoreCode	Text	If an Opening Balance is entered, then the transaction will use this Store.
BillingPhone	Text	Enter the vendor’s billing phone.
BillingEmail	Text	Enter the vendor’s billing email.
BilledFromFirstName	Text	Enter the first name of the vendor.
BilledFromLastName	Text	Enter the last name of the vendor.
BilledFromCompany	Text	Enter the company name of the vendor.
**BilledFromAddr	Text	Enter the vendor’s billing address street name and number.
**BilledFromCity	Text	Enter the vendor’s billing address city.
**BilledFromState	Text	Enter the vendor’s billing address state or province.
**BilledFromPostalZipCode	Text	Enter the vendor’s billing address postal or zip code.
**BilledFromCountry	Text	Enter the vendor’s billing address country.
BilledFromPhoneNumber	Numeric	Enter the billing phone number of the vendor.
BilledFromEmail	Text	Enter the billing email of the vendor.
ShippedFromFirstName	Text	Enter the first name of the vendor.
ShippedFromLastName	Text	Enter the last name of the vendor.
ShippedFromCompany	Text	Enter the company name of the vendor.
**ShippedFromAddr	Text	Enter the vendor’s ship from address.
**ShippedFromCity	Text	Enter the vendor’s ship from city.
**ShippedFromState	Text	Enter the vendor’s ship from state.
**ShippedFromPostalZipCode	Text	Enter the vendor’s ship from zip code.
**ShippedFromCountry	Text	Enter the vendor’s ship from country.
ShippeFromPhoneNumber	Numeric	Enter the shipping phone number of the vendor.
ShippedFromEmail	Text	Enter the email of the vendor.
DefaultPaymentMethodName	Text	Enter the default payment method name.
DefaultCarrierName	Text	Enter the default carrier name.
DefaultShipMethodName	Text	Enter the default ship method.
DefaultShipServiceName	Text	Enter the default ship service.
DefaultShippingTermsName	Text	Enter the default shipping terms.
ShippingAccountNumber	Numeric	Enter the shipping account number for the vendor.
DefaultFobName	Text	Specify the freight on board - origin or destination for the vendor.
ImportError	Text	If there any errors from an upload, they will be listed in this column.
Custom Fields	Text	These fields allow you to enter the data for the custom fields defined for the vendor. Please note that in the Upload file, the field name for Custom Fields will be CustomFieldH1, CustomFieldH2, CustomFieldH3… It will not contain the name you have given to these fields

Uploading the template

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

• The Default Values for required columns can be configured before the upload.

• If the data in the template is blank or incorrect, then the uploader will fallback and use these specified default values.

• Click Browse to select the saved CSV Template file.

• After the file has been selected, click Verify & 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).

• Vendors 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.

If you want to batch update the existing data, you can download the existing vendors by clicking Download Existing Vendors, update the necessary values in the CSV file, and upload it back into Xoro.