Restrict a supplier to an entity or a department

In shared multi-entity companies, you can restrict suppliers to desired entities and locations to prevent the supplier from being inadvertently used in the wrong entity. You can also restrict an supplier to a department or department group.

You can restrict a supplier on either the Supplier visibility page or on the Supplier record.

In addition to updating supplier restrictions individually, you can use the import and export features on the Supplier Visibility page to easily:

• Export your supplier restrictions list in one of several standard formats (CSV, Excel, Word, PDF) so that you can print or use the information in another application.
• Quickly update your supplier restrictions list by exporting selected data, making changes, and then importing your changes.

To view the supplier visibility list, go to Accounts Payable > Setup > Suppliers > Visibility.

Guidelines for updating supplier restrictions

The most important thing to remember when updating supplier restriction records through CSV import is that changes you make in the spreadsheet will affect your supplier restriction records.

• If you update spreadsheet data for a supplier restriction, the information you specify will overwrite the data in the existing supplier restriction record.
• If you remove data from the spreadsheet, the corresponding information will be removed from the supplier restriction record.

Recommended precautions:

• Make a backup of your supplier restriction information before you make changes. Save a copy of the CSV for Import spreadsheet so that you have a record of the Supplier Visibility list before you update it.
• Before making large-scale changes, test the update process. Try changing a few test supplier restrictions and then update just those supplier records.
• When you export the CSV for Import file, be sure to include the Supplier ID column. This identifies the supplier record that you are updating.
• Column order isn't important; for example, the Supplier ID doesn't need to be first. The header row identifies the contents of each column.
• When you're updating the CSV for Import file, keep in mind that different types of fields require different information.
  • For checkbox options, enter TRUE to select the option and enter FALSE to deselect the option.

Required fields for new supplier restrictions

When you're adding new suppliers, you must include at least the following columns:

• Supplier ID: The identifier field for all other values.
• Visibility: The type of restriction: Unrestricted, RootOnly, or Restricted
• Required custom fields: If you've created any custom fields that are required, you must also include these columns.

Edit supplier restrictions individually

If you need to update or add restrictions for one or two suppliers, the fastest way is to edit the supplier record from the Supplier visibility page.

1. Go to Accounts Payable > Setup > Suppliers > Visibility.
2. Find the vendor that you want to update.
3. Select More actions > Edit at the end of the row.

   This opens the supplier record on the Restrictions tab.

4. In the Visibility section, select one of the following to specify who can view and post transactions to this :
   • Unrestricted supplier: The top level and all entities within the multi-entity structure
   • Restricted to top level only: Only the top level of the multi-entity structure
   • Restricted supplier: Only the chosen locations, location groups, departments or department groups within the multi-entity structure
5. If you selected Restricted supplier, select the restrictions as follows:
   1. Select inside the first empty row under either Restricted locations or Restricted departments, as applies to the restriction you want to set.
   2. Select a location or department from the dropdown list.
   3. To add another restriction, select inside the next empty row and select a restriction from the dropdown list.
      If you select an entity as the location, you need to select the locations associated with that entity, also.
6. Select Save or Submit.

1. Go to Accounts Payable > Setup > Suppliers > Visibility.
2. Select Edit next to the supplier you want to update.

   This opens the supplier record on the Restrictions tab.

3. In the Visibility section, select one of the following to specify who can view and post transactions to this :
   • Unrestricted supplier: The top level and all entities within the multi-entity structure
   • Restricted to top level only: Only the top level of the multi-entity structure
   • Restricted supplier: Only the chosen locations, location groups, departments or department groups within the multi-entity structure
4. If you selected Restricted supplier, select the restrictions as follows:
   1. Select inside the first empty row under either Restricted locations or Restricted departments, as applies to the restriction you want to set.
   2. Select a location or department from the dropdown list.
   3. To add another restriction, select inside the next empty row and select a restriction from the dropdown list.
      If you select an entity as the location, you need to select the locations associated with that entity, also.
5. Select Save or Submit.

Export supplier restrictions

You can export anything that you can display in the Supplier visibility list. This allows you to control what gets exported, including the columns of data, display and sort order, and the list of supplier restrictions that's included.

Create a list view that includes the data you want to export

To control what gets exported, you can create a custom view of the Supplier visibility list that includes just the data you want to see.

1. Choose Create new view from the Manage viewsdrop-down menu at the top of the Supplier visibility list.
2. On Step 1 of the Create new view wizard, select the columns of data you want to include.

   You can choose from standard supplier fields (such as name and ID), as well as any custom fields that you've created for your company.

3. Make your changes.

   Using the wizard, you can:

   • Choose the order in which columns appear.
   • Filter the list of supplier restrictions, such as filtering for suppliers who are unrestricted, or suppliers who can be viewed by top level only.
   • Choose the sort order for columns; for example, sorting suppliers by ID or Visibility.
4. On Step 5, Save advanced options, enter a Name for the new view.
5. Select Save.

This returns you to the Supplier visibility list. The new view is now selectable from the drop-down list next to Manage views.

Export the supplier restrictions list

1. If you haven't already done so, select the list view that includes the data you want to export.
   • Select a view that you created previously, or configure columns to add the columns you need.
   • At the top of the Supplier Visibility list, select the drop-down menu next to Manage views and then choose the name of the view that you previously created.
   • If you don't select a view before exporting the Supplier Visibility list, your export file will include the list of suppliers and columns that you currently see in the Supplier Visibility list.
2. Export the list by choosing an export format from the Export drop-down menu at the top of the Supplier Visibility list.

   Export format field descriptions

   Export format	Description
   CSV	Comma-separated-values (CSV) file that can be opened by most spreadsheet applications.
   Excel	Microsoft Excel (XLS) file.
   Word	Microsoft Word (DOC) file.
   PDF	Adobe PDF file (PDF).
   CSV for import	Comma-separated values (CSV) file that includes suppliers and fields in a format that you can use to update your Supplier visibility list. If the current view of the Supplier visibility list contains any fields that can't be updated through an import process, those fields won't be included in the export file.

Use CSV import to mass update supplier restrictions

You can quickly update restrictions for multiple suppliers at once by exporting supplier data in CSV for import format, editing the resulting spreadsheet, and then importing your changes.

Export the Suppliers list in "CSV for Import" format

Before starting this process, it's recommended that you create a custom view of your Supplier Visibility list that includes the suppliers and columns you want to update. That way, when you export the Suppliers list, you'll have a spreadsheet that's tailored to the information you want to change.

1. If you haven't already done so, choose the list view that includes the data you want to export.
   • Select a view that you created previously, or configure columns to add the columns you need.
   • At the top of the Supplier Visibility list, select the drop-down menu next to Manage views and then choose the name of the view that you previously created.
   • If you don't select a view before exporting the Supplier Visibility list, your export file will include the list of suppliers and columns that you currently see in the Supplier Visibility list.
   If the current view of the Supplier Visibility list contains any fields that can't be updated through an import process, those fields won't be included in the export file
2. Export the Suppliers list in CSV for import format.

   The system exports the data to a predefined .csv import template, which you can then open and update.

Update the CSV template file

1. Open the CSV file in a spreadsheet application.
2. Update the spreadsheet.
   1. You can update overall restrictions for existing suppliers as follows:
      • Unrestricted supplier: As well as the top level, all entities within the multi-entity structure can view this supplier and post transactions to it.
      • Restricted to top level only (RootOnly): Only the top level of the multi-entity structure can view this supplier and post transactions to it.
      • Restricted supplier: Only the chosen locations, location groups, departments or department groups within the multi-entity structure can view this supplier and post transaction to it.
   2. You can change which locations or departments within the multi-entity structure can view selected suppliers.

      You can add as many columns for locations and departments as needed.

3. When you're finished, save the spreadsheet in .csv format.

Import your changes

1. Select Import at the top right of the Suppliers list.
2. Browse to locate the .csv file you want to import.
3. Specify the email address where results should be sent.

   If any records fail to import, you'll be notified by email.

4. Select other options as needed.