Data import
Import suppliers from Excel
Create many suppliers at once from the Excel template, each with its own account in the chart of accounts and an optional opening balance.
3 min readLast updated
In this article
When you move your supplier list to Rocket ERP, import it instead of typing each supplier. Every imported supplier gets its own account under the branch's suppliers account, exactly as if you had created it by hand, and can carry the balance you owe it today.
Before you start
Add the currencies your suppliers use. Each supplier needs one.
Set the branch's default GL accounts, in particular the Suppliers account. Supplier accounts are created under it, and a row fails if it is missing.
Import the suppliers
Open the import screen: add
/s/suppliers.bulk_importto your workspace address. The screen has no menu entry.Select Download template.
Fill in one row per supplier, using the columns below.
Back on the screen, choose the branch the suppliers belong to in the Branch field. It is required.
Select Choose file, pick your Excel (.xlsx) file of up to 1 MB, and select Upload.
Read the result and fix any failed rows.
The columns
Column | What to enter |
|---|---|
NAME | The supplier's name. Required. |
CODE | Your code for the supplier. Required. |
CURRENCY_ID | The ID number of the supplier's currency. Required. |
DESCRIPTION, CONTACT_PERSON | Free text. |
EMAIL, MOBILE, LANDLINE, WEBSITE | Contact details. |
PAYMENT_DURATION_IN_DAYS | How many days you have to pay this supplier. |
COUNTRY_ID, STATE_ID, CITY_ID | The ID numbers of the country, state and city. |
INITIAL_BALANCE | The amount you owe the supplier today. Leave it empty or 0 for none. |
The template also contains ADD_TO_ACC_TREE and PAYMENT_TERMS_ID columns. You can leave them empty: every supplier gets an account in the chart of accounts, and the payment term is chosen on each purchase invoice.
What happens next
Each supplier is created with its account under the branch's suppliers account.
A non-zero INITIAL_BALANCE is recorded as the supplier's opening balance, so it appears on the supplier's statement and in your payables. A blank or 0 records nothing.
Each row is saved on its own. A bad row never cancels the rows before or after it.
Common questions
A row failed with an account error. The branch has no suppliers account in its defaults. Set it on the branch, then upload the failed rows again.
Where do I find the currency ID? The currencies list does not show it. Ask Rocket ERP support for the ID of each currency you use, and enter the number only. If you do not have the country, state and city IDs, leave those columns empty and complete the address on each supplier later.