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Importing / Updating Suppliers in Claritum
- Kasia Czwarkiel (Unlicensed)
This article outlines the data requirements for the on-boarding of Suppliers within the Claritum System.
Suppliers Import File Structure
The datafile structure must contain exactly the columns required with the first row containing the column headings.
Although all columns are required to be present within the datafile, not all of them require information in the subsequent rows
- All columns containing RED headings are obligatory columns and need to be provided.
- All columns containing GREEN headings are optional
- Data for the following columns needs to be entered following Standards for Data spreadsheet
- Timezone
- Language
- Currency
- Address: Country
| Column Name | Optional or Required Content? | Comments |
| Claritum ID | see Comments | This is a system generated ID assigned to the Supplier in the system. Required - this number should not be modified/ removed when updating details of an existing suppliers Not Required - for new suppliers there is no need to enter Claritum ID - the system will generate it automatically |
| Claritum User ID | see Comments | This is a system generated ID assigned to the Supplier User in the system. Required - this number should not be modified/ removed when updating details of an existing suppliers Not Required - for new suppliers there is no need to enter Claritum User ID - the system will generate it automatically |
| Supplier Name | Required | This is supplier's company name |
| Currency | Optional | Please refer to Standards for Data spreadsheet |
| Company Registration | Optional | |
| User Name | Required | The supplier user's full name. |
| Language | Required | Please refer to Standards for Data spreadsheet |
| Location (Timezone) | Required | Please refer to Standards for Data spreadsheet |
| (User) Email | Required | The supplier user's email address. This will also be a login id for a supplier user to access Claritum. |
| Telephone | This is supplier user's telephone number | |
| Address: Company | Required |  Typically this would be 'Head Office' or 'Main Address' or something similar. |
| Address: Street | Required | |
| Address: City | Required | |
| Address: County | Required | |
| Address: Country | Required | |
| Address: Post Code | Required | |
| Supplier Telephone | Optional | |
| Fax | Optional | |
| Notes | Optional | This can contain any information you like and will remain private to you |
| Nominal Ledger Code | 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 |
| Activities | Optional | Where the system automatically filters for suppliers with capabilities matching the requirements of a job when choosing suppliers for an RFx. Each supplier should be configured with the capabilities and/or services they provide. Enter 1 - if you want a given Activity to be enabled for a supplier. Otherwise leave this field bank. |
Importing New Suppliers Data
Please use the below Supplier Import File for entering the data
- In Claritum go to 'Suppliers'→ 'View Suppliers' → click 'Import Suppliers'
- Select your Supplier import file and click 'Send'
- Confirm if the expected fields in Claritum match those from the spreadsheet. You can also see a sample of validated data
- Click 'Import' on a bottom of the page
If there are any errors displayed on a screen - please re-validate your spreadsheet and make sure the correct format is kept. Correct the errors and try uploading again.
Modifying Existing Suppliers DataÂ
- In Claritum go to 'Suppliers'→ 'View Suppliers' → click 'Export Suppliers'. This will generate a CSV file containing current data for suppliers.
- Update exported file
- Make sure you save the file on your local drive as .xls ( Excel)
- Go to 'Suppliers'→ 'View Suppliers' → click 'Import Suppliers'
- Confirm if the expected fields in Claritum match those from the spreadsheet. You can also see a sample of validated data
- Click 'Import' on a bottom of the page
If there are any errors displayed on a screen - please re-validate your spreadsheet and make sure the correct format is kept. Correct the errors and try uploading again.
For further assistance, please contact your Super User.