Import Vendor Profile

This feature allows for the importing of Organization Vendor Profile information into the Unanet system (that is, the associations that define to which Legal Entity Organizations a particular organization is designated to be a Vendor - eg Org 1 is a vendor to Legal Entity Organizations- Org2, Org3 and Org4).  

Roles

This screen is available to users having the Administrator role.  Note that while AP Admins have the ability to add Vendor Profile entries via the user interface, they do not have permission to import the same data.

License

This feature is available with any Unanet edition.

Performance Tip Note:  Depending on the number of users in your installation and other factors such as the overall performance of your platform, the activity of importing one or many files may take up to several minutes.  Should this be the case with your installation, you may want to consider running these processes at non-peak times to minimize database contention.

 

Topics covered on this help page include:


Import File Record Layout

 

 

Field Header Name

Required/Comments

1

A

Organization_Code

ALWAYS REQUIRED.  This code uniquely identifies the Organization belongs.  This value must match an existing Organization Code value defined in your system.  If the Organization to which you are trying to import does not already exist in the database, the entire record will be rejected.

2

B

Legal_Entity_Code

When provided, this value must match an existing Organization Code in the system that has been designated as a Legal Entity.  The combination of Organization_Code and Legal_Entity_Code must be unique (that is, you can only have one instance of each combination in the system).

When not provided, this value will represent the 'All Legal Entities' entry.

3

C

Active

Valid values include Y or N (if not provided, Y is the default for a new customer profile association).  

A value of Y indicates this association is Active.

4

D

Payment_Terms

When provided, this value must match an existing Payment Term Name in the system.  

This field can be blank.  You can use the special tag !BLANK! to remove an existing entry in this field.

5

E

Account_Number

This field is used to supply an account number to be associated with this vendor association.

Maximum Length: 40 characters

6

F

Hold_Payment

Valid values include Y or N (if not provided, N is the default for a new customer vendor association).  

A value of Y indicates payments from this Customer Organization to this Legal Entity will be placed on hold.

When this field is set to Y, you must also supply a Hold_Payment_Reason.

7

G

Hold_Payment_Reason

CONDITIONALLY REQUIRED.  This field is used to supply a reason for the payment hold. If the Hold_Payment field is Y, then this field is required, otherwise, this field can be blank.  If the Hold_Payment field is N, any value provided in the field will be ignored.

You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 255 characters

8

H

Payee_Names

This field is used to supply a list of Payee Names.

You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 255 characters

9

I

Separate_Payment

Valid values include Y or N (if not provided, N is the default for a new association).  

A value of Y indicates separate checks will be produced for payments made to this customer organization from this legal entity..

10

J

User01

OPTIONALLY REQUIRED.  Depending on how you have configured the user defined fields in your system, this field may be a Date, Numeric, String or value that matches a Pick List entry.  This field can be left blank if not configured to be required.  You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 128 characters

Click here for more information about user defined fields for organizations.

11

K

User02

See note for User Defined 1 above

12

L

User03

See note for User Defined 1 above

13

M

User04

See note for User Defined 1 above

14

N

User05

See note for User Defined 1 above

15

O

User06

See note for User Defined 1 above

16

P

User07

See note for User Defined 1 above

17

Q

User08

See note for User Defined 1 above

18

R

User09

See note for User Defined 1 above

19

S

User10

See note for User Defined 1 above

20

T

Delete

This field is used to trigger the system to delete a Customer Profile association.  In order for the delete to happen, you must have the following text string !DELETE! in this field.

 

Note: Check out the Unanet Data model for specific field data types, lengths, and other attributes.


Import File Format

The file to import must be saved in a comma delimited format.   The fields can be enclosed in double quotes -- which would be particularly necessary should the data being imported contain commas.

Importing a Sub-Set of Columns using a Field Header Record

If you are not using the default column layout sequence as defined above, you must include a header record (prefixed with an asterisk *), containing the column Header Names for those columns you are including in the import file (to indicated what data is contained in each column).  The specific Header Names for each column are listed in the table above.

Example:

*Organization_Code,Legal_Entity_Code, Active
org1,org2,N


Excel Template

You can create the comma delimited import file with any number of tools.  For those interested in using an Excel spreadsheet to create the file, you can download an Excel Template with predefined headers and required fields noted.    

See the Excel Tips regarding the use of double quotes and more.


Import Screen

The Import Vendor Profile screen simply looks like:

Field Descriptions:

Field

Description

Type of Import

Select the appropriate import type from the list of available types of imports.

File to Import

Enter (or browse for) the file that you would like to import.

Output Options

Specify the level of detail included in the output.  

 

The import process is triggered by pressing the Import button.  All Warnings and Error messages are written to the screen and can then be saved if desired.  While some line items may be found invalid and rejected, the remaining line items will be successfully imported and saved in the database.  The rejected line items will be written out to a file on the Unanet server as well as displayed at the bottom of the user feedback screen.  The rejected record file name will be UnanetVendorOrgImportErrorxxx, where xxx is a randomly generated number.  The file will be placed in the Unanet temporary directory (which is defined by the Temp Directory (Fully Qualified Directory Name) (unanet.temp_directory) Unanet property).

Related Topics