CSV import: Import and export vendor information

Using the import and export features on the Vendors list, you can easily:

• Export your Vendors 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 Vendors list by exporting selected data, making changes, and then importing your changes

To display the Vendors list, go to Accounts Payable > All > Vendors.

Export vendor information

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

Create a new view

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

1. Go to Accounts Payable > All > Vendors.

2. Select New from the Manage view dropdown menu at the top of the Vendors list.
3. In View name, provide the name that you want to appear in the list of views.

4. In Columns, add, remove, and reorder columns to select the data you want to include.

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

5. In Filters, select how you want the data to be filtered by default.

   If you're creating the view at the top level, select Include entity records if you want to include vendors created at the entity level.

6. In Sort, select the default sorting that you want to use.
7. In Shared, either leave the view set to Private or select Shared to make it available to other users.
8. Select Save.

1. Go to Accounts Payable > All > Vendors.

2. Locate the Manage views dropdown menu at the top of the Vendors list, and choose Create New View.

3. On Step 1 of the Create New View wizard, select the columns of data you want to include.

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

4. Make your changes.

   Using the wizard, you can:

   • Choose the order in which columns appear.
   • Filter the list of vendors, such as filtering for vendors who are located in a specific state or territory or vendors whose preferred payment method is ACH.
   • Choose the sort order for columns; for example, sorting vendors by last name.

Export the Vendors list

1. Select the list view that includes the data you want to export, if it is not already selected.

   Intacct exports the data that displays in the list at the time you select Export. Be sure it is sorted and filtered the way you want, and that all necessary columns are included.

   You can also customize the existing view to sort and filter data as you want it, instead of selecting a saved view.

2. Select Export at the top of the page and select an export format from the dropdown.

   Export format option 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 vendors and fields in a format that you can use to update your Vendors list. With CSV for Import, if the current view of the Vendors list contains any fields that can't be updated through an import process, those fields won't be included in the export file.

1. If you haven't already done so, choose the list view that includes the data you want to export, or customize the columns in the existing view.

   • At the top of the Vendors list, select the All dropdown menu and then choose the name of the view that you previously created.
   • If you don't select a view before exporting the Vendors list, your export file will include the list of vendors and columns that you currently see in the Vendors list.

2. Select Export at the top of the page and select an export format from the dropdown.

   Export format option 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 vendors and fields in a format that you can use to update your Vendors list. With CSV for Import, if the current view of the Vendors 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 update vendor information

You can quickly update information for multiple vendors at once by exporting vendor data in "CSV for Import" format, editing the resulting spreadsheet, and then importing your changes.

A CSV import works well for:

• Updating information for multiple vendors at once: Using a CSV import, you can update selected data for multiple vendors. For example, you can export the Vendors list with the Email Address field included, add or modify the email addresses in a spreadsheet application, and then import your changes.
• Adding new vendors to your existing Vendors list: Using a CSV import, you quickly add new vendors without having to create the vendors one at a time. Any spreadsheet row that contains a unique Vendor ID will be added as a new vendor record, provided that you've included all required information.

Export the Vendors list in "CSV for Import" format

Before starting this process, it's recommended that you create a custom view of your Vendors list that includes the vendors and columns you want to update. That way, when you export the Vendors 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.

   • At the top of the Vendors list, select the All dropdown menu and choose the name of the view that you previously created.
   • If you don't select a view before exporting the Vendors list, your export file includes the list of vendors and columns that you currently see in the Vendors list.
2. Export the Vendors list in CSV for Import format.

Update the CSV file

1. Open the CSV file in a spreadsheet application.

2. Update the spreadsheet.

   • You can update information for existing vendors. For example, you might correct vendor addresses or add email addresses for selected vendors.
   • You can also add new vendors. If the Vendor ID that you specify doesn't already exist in Intacct, a new vendor record will be created.
3. When you're finished, save the spreadsheet in CSV format.

Import your changes

1. Go to Accounts Payable > All > Vendors.

2. Select Import at the top right of the Vendors list.

3. In the Import Company Information dialog, set the following and select Import:

   Import Company Information: options

   Import file option descriptions

   Option	Description
   Browse	Use the Browse button to locate and select the CSV file you want to import.
   Date format	When you select a date format here, Sage Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.
   File encoding	Leave this option set to "auto-detect" unless you're unable to import your file. Depending on your operating system, you may need to select a different type of file encoding.
   Process offline	Some imports can take considerable time, depending on their size and how much processing the system must do on the uploaded data. If you're not sure how much time your upload will take, select Process offline. When the system completes the process, it sends an email to the address you provide in the Email results to this address field. The system also sends you any errors that may have occurred in the process. If you prefer to wait until the upload process is complete, don’t select the Process offline checkbox. Transactions and other records that are processed offline show a source of System in the audit trail, instead of CSV import.
   Email results to this address	Email address to which import results and errors should be sent. You can enter multiple email addresses, separated by a semicolon (;) or comma (,). Sage Intacct highly recommends entering an email address.

Guidelines for updating vendors

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

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

Tips for adding new vendors

Required fields for new vendors

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

• Vendor ID: Be sure to enter a unique vendor ID that hasn't already been used in Intacct.
• Vendor Name: Enter the vendor name.
• Print as: Enter the vendor name as it should appear on payments and reports.
• Country: Enter the vendor country that corresponds to the location of the vendor checking account.
• Required custom fields: If you've created any custom fields that are required, include these columns.

Recommended fields for new vendors

It's also recommended that you include the following columns:

• Vendor Account Number

• Contact Information

  • First Name
  • Last Name
  • Phone
  • Email
  • URL
  • Address
  • City
  • State or territory
  • ZIP or post code
  • Country