Import Vendor Profile

This feature allows for the importing of Organization Vendor Profile information into the Unanet system (that is, the associations that define to which Legal Entity Organizations a particular organization is designated to be a Vendor - e.g., Org 1 is a vendor to Legal Entity Organizations- Org2, Org3 and Org4).

Roles

This screen is available to users having the Administrator role. Note that while AP Admins have the ability to add Vendor Profile entries via the user interface, they do not have permission to import the same data.

License

This feature is available with any Unanet edition.

Performance Tip Note: Depending on the number of users in your installation and other factors such as the overall performance of your platform, the activity of importing one or many files may take up to several minutes. Should this be the case with your installation, you may want to consider running these processes at non-peak times to minimize database contention.

Topics covered on this help page include:

Import File Record Layout (field by field descriptions)
Import File Format (note about csv layout and option to import a subset of columns using header values)
Excel Template (spreadsheet template containing column headings)
Import Screen (invoking the import via the user interface)

Import File Record Layout

IMPORTANT: Note that there are multiple places within this documentation that say you MUST use double quotes for the strings in your import. If you are working in Excel, Excel will provide the double quotes and thus you do not need to add them in manually. Manually adding double quotes within Excel would result in multiple sets of double quotes in the resulting .csv file and thus cause an error (should you attempt to import that resulting file). Please see Excel Tips for more information.

		Field Header Name	Required/Comments
1	A	Organization_Code	ALWAYS REQUIRED. This code uniquely identifies the Organization. This value must match an existing Organization Code value defined in your system. If the Organization to which you are trying to import does not already exist in the database, the entire record will be rejected.
2	B	Legal_Entity_Code	When provided, this value must match an existing Organization Code in the system that has been designated as a Legal Entity. The combination of Organization_Code and Legal_Entity_Code must be unique (that is, you can only have one instance of each combination in the system). When not provided, this value will represent the 'All Legal Entities' entry.
3	C	Active	Valid values include Y or N (if not provided, Y is the default for a new customer profile association). A value of Y indicates this association is Active.
4	D	Payment_Terms	When provided, this value must match an existing Payment Term Name in the system. This field can be blank. You can use the special tag !BLANK! to remove an existing entry in this field.
5	E	Account_Number	This field is used to supply an account number to be associated with this vendor association. Maximum Length: 40 characters
6	F	Hold_Payment	Valid values include Y or N (if not provided, N is the default for a new customer vendor association). A value of Y indicates payments from this Customer Organization to this Legal Entity will be placed on hold. When this field is set to Y, you must also supply a Hold_Payment_Reason.
7	G	Hold_Payment_Reason	CONDITIONALLY REQUIRED. This field is used to supply a reason for the payment hold. If the Hold_Payment field is Y, then this field is required, otherwise, this field can be blank. If the Hold_Payment field is N, any value provided in the field will be ignored. You can use the special tag !BLANK! to remove an existing entry in this field. Maximum Length: 255 characters
8	H	Payee_Names	This field is used to supply a list of Payee Names. You can use the special tag !BLANK! to remove an existing entry in this field. Maximum Length: 255 characters
9	I	Separate_Payment	Valid values include Y or N (if not provided, N is the default for a new association). A value of Y indicates separate checks will be produced for payments made to this customer organization from this legal entity..
10	J	User01	OPTIONALLY REQUIRED. Depending on how you have configured the user defined fields in your system, this field may be a Date, Numeric, String or value that matches a Pick List entry. This field can be left blank if not configured to be required. You can use the special tag !BLANK! to remove an existing entry in this field. Maximum Length: 128 characters Click here for more information about user defined fields for organizations.
11	K	User02	See note for User Defined 1 above
12	L	User03	See note for User Defined 1 above
13	M	User04	See note for User Defined 1 above
14	N	User05	See note for User Defined 1 above
15	O	User06	See note for User Defined 1 above
16	P	User07	See note for User Defined 1 above
17	Q	User08	See note for User Defined 1 above
18	R	User09	See note for User Defined 1 above
19	S	User10	See note for User Defined 1 above
20	T	Delete	This field is used to trigger the system to delete a Customer Profile association. In order for the delete to happen, you must have the following text string !DELETE! in this field.
21	U	User11	See note for User Defined 1 above
22	V	User12	See note for User Defined 1 above
23	W	User13	See note for User Defined 1 above
24	X	User14	See note for User Defined 1 above
25	Y	User15	See note for User Defined 1 above
26	Z	User16	See note for User Defined 1 above
27	AA	User17	See note for User Defined 1 above
28	AB	User18	See note for User Defined 1 above
29	AC	User19	See note for User Defined 1 above
30	AD	User20	See note for User Defined 1 above
31	AE	User_Activation_Approval_Required	Only available for Project Financials licenses. Value can be "Y" or "N".
32	AF	User_Activation_Approver	CONDITIONALLY REQUIRED. Only available for Project Financials licenses. If User_Activation_Approval_Required field is "Y", then this field is required. This field must contain an active System Administrator or P&R Administrator username.
33	AG	VI_Format_Name	Must be an active format name defined on Setup Vendor Invoice Formats page. Maximum Length: 25 characters
34	AH	VI_Memo	Text to be included on vendor invoice. Maximum Length: 2000 characters

Note: Check out the Unanet Data Model for specific field data types, lengths, and other attributes. Navigate to Unanet Support and search for "Data Model".

Import File Format

The file to import must be saved in a comma delimited format. The fields can be enclosed in double quotes -- which would be particularly necessary should the data being imported contain commas.

Importing a Sub-Set of Columns using a Field Header Record

If you are not using the default column layout sequence as defined above, you must include a header record (prefixed with an asterisk *), containing the column Header Names for those columns you are including in the import file (to indicate what data is contained in each column). The specific Header Names for each column are listed in the table above.

Example:

*Organization_Code,Legal_Entity_Code, Active
org1,org2,N

Excel Template

You can create the comma delimited import file with any number of tools. For those interested in using an Excel spreadsheet to create the file, you can download an Excel Template with predefined headers.

See the Excel Tips regarding the use of double quotes and more.

Import Screen

The Import Vendor Profile screen simply looks like:

Field Descriptions:

Field	Description
Type of Import	Select the appropriate import type from the list of available types of imports.
File to Import	Enter (or browse for) the file that you would like to import.
Output Options	Specify the level of detail included in the output.

The import process is triggered by pressing the Import button. All Warnings and Error messages are written to the screen and can then be saved if desired. While some line items may be found invalid and rejected, the remaining line items will be successfully imported and saved in the database. The rejected line items will be written out to a file on the Unanet server as well as displayed at the bottom of the Import results page. The rejected record file name will be the import name (from the Type of Import drop-down on the Admin>> Import page) , concatenated with a space and "Errors.csv" (e.g., Item - Master Errors.csv, Alternate.csv, etc.). The file will be placed in the Unanet temporary directory (which is defined by the Temp Directory (Fully Qualified Directory Name) (unanet.temp_directory) Unanet property). You can also click on the Download the error file link at the bottom of the Import results page (sample image follows).