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Import/Export Suppliers

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Export Suppliers

Import Suppliers

Import Supplier Contacts

The Import/Export Suppliers page allows you to export, manage and create supplier and supplier contact data in bulk.

From Unleashed's main menu, go to Suppliers and select Import/Export, here you'll see a tab per supplier data set that can be exported or managed via import (CSV) templates. The supplier data sets available are:
  • Suppliers
  • Supplier Contacts

Within each tab you'll see a "Download" button specific to the tab's data set, e.g. "Download Suppliers Template File". This button will download a blank CSV template which you'll use to upload new or update Supplier data. When uploading a template to Unleashed, you must upload it to the appropriate tab on the Import/Export page. If a template is not uploaded through the matching tab the import will fail.

Click on the green "Export" dropdown menu in the Import/Export page to download a CSV template pre-populated with Unleashed's existing supplier data. The exported template can be edited and uploaded back into Unleashed to efficiently update existing records in bulk. Similarly, it's a useful tool for obtaining a hard copy of your supplier details.

Read the following topics to understand the correct process details and avoid common errors:

Upon each import, a notification will be displayed in the banner at the top of your Unleashed page to confirm the upload is in progress:

  • Orange circle: In progress
  • Red cross: Import failed or had errors.
  • Green tick: Import completed successfully. 

If the import has completed successfully, the Supplier details in Unleashed will update accordingly. If the import was not successful, any errors found will be listed in the notification tab and a summary will be emailed to your user email. 

WARNING: Import templates that have been uploaded to Unleashed cannot be stopped, reversed or cancelled. Any changes made from an import will replace the previously saved data. We recommend saving an original export prior to importing any updates as a back-up. 

Export Suppliers

Export the current data saved against your supplier records into a CSV file, in the same format as an import template, using the Export button in the Import/Export page. The pre-populated export can then be used update suppliers in bulk by re-importing it after edits have been made.

Tip: If updating existing suppliers it's best practice to save a copy of the original export as a back-up copy. Once a template is successfully imported to Unleashed the upload cannot be reversed and you will not be able to revert to the previous version.

To export a pre-populated template for your suppliers:

  1. From Unleashed's main menu, go to Suppliers and select Import/Export. 
  2. In the top right of the Import/Export page, click the Export dropdown icon.
  3. Select the supplier data set you want to export from the list displayed, as below:
    • Suppliers
    • Supplier Contacts
  4. A pre-populated CSV file will be generated matching the data set's import template's layout.

Import Suppliers

To create suppliers or update supplier details e.g. Postal and Physical Addresses, default Purchase Order templates and taxes in bulk use the Supplier template:

  1. From Unleashed's main menu, go to Suppliers and select Import/Export.
  2. To import new customers select "Download Supplier Template File" in the Suppliers tab. To update existing suppliers select Export > Suppliers .
  3. Enter the new/existing supplier's data into the template. For field definitions, see Import Suppliers field definitions.
  4. Save the template in CSV format.
  5. Return to the Import/Export Suppliers page, select the Suppliers tab and import the updated CSV file via the upload tile.

Import Supplier Contacts

To add or update the contacts saved per supplier in bulk:

  1. From Unleashed's main menu, go to Suppliers and select Import/Export.
  2. To update existing contacts click on the Export dropdown and select Supplier Contacts. To create new contacts per supplier go to the Supplier Contacts tab and click "Download Supplier Contacts Template File".
  3. Update or enter the each supplier's contact data in the template. For field definitions, see Import Supplier Contacts field definitions.
    NOTE: Ensure that you enter a unique combination for the First Name + Last Name for the supplier contact. If the First Name + Last Name combination already exists, then the existing contact will be updated.
  4. Save the template in CSV format.
  5. Return to the Import/Export Suppliers page, select the Supplier Contacts tab and import the updated CSV file via the upload tile.

If you have integrated with an accounting provider (e.g. Xero or Quickbooks), you must specify an email address for the default supplier contact.

Supplier Contacts cannot be deleted using the Import Customer Contacts template. Contacts can only be deleted manually in Unleashed.

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