Importing Suppliers in Claritum (on-boarding data)

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

Standards for Data.xls

Please use the below Supplier Import File for entering the data

Suppliers On-boarding.xls

Column Name	Optional or Required Content?	Comments
Supplier Name	Required	This is supplier's company name
Currency	Optional	Please refer to Standards for Data spreadsheet
Company Registration	Optional
Name	Required	The supplier user's full name.
Password	Required	This is required in order for suppliers to log in to Claritum
Language	Required	Please refer to Standards for Data spreadsheet
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 (i.e. the supplier is not able to see this information)
Nominal Ledger Code		This is only used in reporting or when exporting approved purchase invoices, to assist in classifying different types of purchases.
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.
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.
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.
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. You can find out more about Activities ( also known as Capabilities) in "How do I use Supplier Capabilities" knowledge article.

Importing Suppliers data into Claritum

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.

For further assistance, please contact your Super User.