Implementation > Import Suppliers & Creditors
- Nicky Harvey
- Kat Grinter
- Tim Jensen
- Kye Hush
When first setting up your WorkBook system, a starting set of data will be imported, including your supplier and creditor details. To import data successfully it is important to understand the data structures and the format required in the import data sheet.
Things to note:
Data is imported once, so it is important to ensure accuracy and consistency prior to uploading.
Not all fields are required at import, optional fields can be added to the system manually at a later date as required.
IMPORT SUPPLIERS & CREDITORS
Download suppliers and creditors import file here.
Suppliers
Suppliers are global.
A supplier record includes information including contacts, addresses, phone numbers, payment terms, method and bank details.
Suppliers are used on Purchase Orders.
Creditors
Creditors are unique per company.
A creditor is the supplier you are paying or the invoice address supplier.
Accounts Payable are tracked against Creditors.
A supplier must have a Creditor assigned to it before any external invoices can be registered.
COLUMN HEADER | FIELD DESCRIPTION | FORMAT | REQUIRED |
|---|---|---|---|
CompId | Company number: The company ID that the supplier or creditor belongs to. | Number If there is only one company in your WorkBook setup, simply use '1' in this field. | Yes |
CreditorNum | Creditor Number:A unique code used to identify each supplier. This code is referenced in other imports and also becomes the creditor/AP account number. | Number and/or text E.g. 101, 102, 103 etc | Yes |
CreditorName | Creditor name: Supplier name as you would like it to appear on purchase orders. | Text | Yes |
AdrLine1 | Address Line 1: Used when importing full supplier details. This information is not required at import and can be added to the system later as required. | Text | No |
AdrLine2 | Address Line 2 | Text | No |
Postcode | Postcode | Number and/or text | No |
City | City | Text | No |
CountryCode | Country Code: WorkBook assigns a two-letter code to each country. Check with your WorkBook consultant if your country code is not referenced here. | Text E.g. AU, DE, DK, HK, NZ, SG, US, UK etc | Yes |
Tel | Telephone number | Number | No |
Fax | Fax number | Number | No |
AccContact | Accounts contact: Name of your accounts payable / creditor contact person. | Text | No |
AccContactTel | Accounts contact telephone: Number of your accounts payable / creditor contact person. | Number and/or letters | No |
Accounts contact email: Email address of your accounts receivable / debtor contact person. | Text | No | |
wwwAdr | Website: Supplier’s URL for reference. | Text | No |
LCID | Language: Each client profile is assigned a default language. WorkBook assigns a four-digit code to available languages. Check with your WorkBook consultant if your desired language is not referenced here. | Number 1030 = Danish | Yes |
PublicRegNo | Public registration number: The creditor’s public registration number. | Number and/or text | No |
StdAId | Supplier activity ID: Every supplier in WorkBook must be assigned a default activity code. E.g. Printing = 22001. Value must reference an activity ID that already exists in your system. Activities are created and managed via Settings > Price lists & activities > Activities. | Number E.g. 22001, 23009, 24800 etc | No |
OurNumAtAcc | Reference number: Available field to capture a reference number from the creditor. | Number and/or text | No |
ResponsibleEmpNum | Responsible employee: Include the import ID of the employee who is responsible for the supplier. (Check your employee import spreadsheet for EmpNum code). | Number E.g. 101 | No |
RespEmpId | Not required |
| No |
PaymentTermsCode | Payment terms: The default number of days from the creditor invoice date to when payment is due. Value must reference a payment term that already exists in your system. Payment terms are defined in Settings > Global system settings > Payment terms. | Number and text 10D = 10 days | Yes |
PayModeNo | Payment mode: Assign the creditor a payment method. Value must reference a payment method that already exists in your system. Creditor payment proposals are defined in Settings > Finance > Creditor payment proposal > Code column. | Text E.g. ABA = Australian Banker’s Association | No |
PayMethodCd | Payment method code: Assign the creditor the payment method aligned to the type/bank above. Value must reference a code that already exists in your system. Creditor payment proposals are defined in Settings > Finance > Creditor payment proposal > Supported payment methods | Text E.g. Local Bank account | No |
PayCreditorNum | Creditor’s payment number | Number and/or text | No |
BankRegNo | Creditor’s bank registration number | Number | No |
BankAccNo | Creditor’s bank account number | Number | No |
SwiftNo | Creditor’s SWIFT number | Number and/or text | No |
IbanNo | Creditor’s IBAN number | Number and/or text | No |
CurrencyCode | Currency code: The creditor’s default currency code. Value must reference a currency that already exists in your system. Currencies are defined in Settings > Global system settings > Currency codes and rates > Currency setup. | Text E.g. AUD, DKK, EUR, GBP, HKD, NZD, USD, etc. | Yes |
ArpAccGrpCd | AP posting group: Defines the posting group and associated creditor account for each supplier. Value must reference a posting group that already exists in your system. Posting groups are defined in Settings > Finance > AR/AP Groups. | Text CRE EMP – Employee creditor | Yes |
VatCd | Tax code: The creditor’s default tax code (GST/VAT) Value must reference a code that already exists in your system. Tax codes are defined in Settings > Finance > GST/VAT settings > AR/AP VAT codes. | Text GST EXP = VAT expenses | No |
VAT | N/A: Leave blank. | N/A | No |
EAN | EAN or GLN: The creditor’s EAN or GLN number. | Number and/or text | No |
IsBlocked | Block creditor: Sets the creditor to blocked once imported. | Number 0 = No | Yes |
CountryStateCd | Supplier’s State: Used for US debtors only. | Text E.g. CA, FL, NY, NJ etc | No |
CountryCountyCd | Supplier’s County: Used for US debtors only. | Text E.g. Benton, Carlton, Dorchester etc | No |
SalesTaxCodeCd | Sales tax code: Used for US debtors only. Value must reference a code that already exists in your system. Sales tax codes are set-up via Settings > Tax > Sales tax setup. | Text | No |
ExtNo | External reference: Available field to capture an external reference code against the supplier record. | Number and/or text | No |
Industry | Industry: The industry the client belongs to, for internal reference only. | Text | No |
ReportingGroup | Reporting group: Used in certain finance reports. For example, US reporting that supports the 1099 form. Value must reference a reporting group that already exists in your system. Reporting groups are created and managed via Settings > Finance settings > AR/AP Groups. | Text | No |
CreateCreditor | Create creditor: Defines if the record should be imported as a creditor. | Number 0 = No | Yes |
CreateVendor | Create vendor/supplier: Defines if the record should be imported as a supplier. | Number 0 = No | Yes |
VendorUpdate | Update vendor/supplier: Defines if the record already exists and should be updated | Number 0 = No | No |
CreditorUpdate | Update creditor: Defines if the record already exists and should be updated | Number 0 = No | No |
Related articles
© Tangram 2022. All rights reserved.