Importing Suppliers in Claritum

This article outlines the data requirements for the on-boarding of Suppliers and Contacts within the Claritum System.

Suppliers

The list of suppliers to import into the Claritum System can be supplied as an Excel 2003 file (.xls).
The datafile structure must contain exactly the columns required with the first row containing the column headings.
Subsequent rows then contain the information to be imported.

Although all columns are required to be present within the datafile, not all of them require information in the subsequent rows.

NOTE: Example files are attached to the end of this document.

Column Name	Optional or Required Content?	Comments
Supplier Name	Required
Address: Description	Required	Typically this would be 'Head Office' or 'Main Address' or something similar.
Address: Company	Required	This would usually be the same as the customer name but can be different.
Address: Street	Required
Address: City	Required
Address: County	Required
Address: Post Code	Required
Supplier Telephone	Optional
Supplier Fax	Optional
Supplier ISDN	Optional	The supplier's ISDN number.
Supplier Notes	Optional	This can contain any information you like and will remain private to you (i.e. the supplier is not able to see this information)
Supplier Customers	Required	This specifies which customers this supplier is allowed to be used with. If the supplier is allowed to work with all customers then this field should contain the word 'All' otherwise this field can contain a comma-separated list of the customer names. These must be an exact match to the customer names already on the system. Unrecognised names will simply be ignored.
Nominal Ledger Code	Optional	This is only used in reporting or when exporting approved purchase invoices, to assist in classifying different types of purchases.
Accounting Ref	Optional	If your intention is to export approved purchase invoices from the system to an external financial package (e.g. for accounts payable) then this field must contain the ID or Reference of the corresponding supplier record on that system.
User Name	Required	The user's full name.
User Email	Required
User Telephone	Optional
User Mobile	Optional	The user's mobile phone number.
User Password	Required
Operator Customers	Required	Which customers this supplier user is allowed to be used in connection with. If this supplier user is allowed to work with all customers then this field should contain the word 'All', otherwise this field can contain a comma-separated list of the customer names. These must be an exact match to the customer names already on the system. Unrecognised names will simply be ignored.
Instant Estimating ID	Optional	Only required if Instant Estimating is enabled on your system and this supplier is configured on the Instant Estimating System.

Suppliers Importer.xls

Example.csv

For further assistance, please contact your Super User.