How to import suppliers list by CSV file

Owned by Aurora Bui
Last updated: Jun 05, 2024
4 min read

Step 1: Access the Manage Suppliers page.

You can access the Import Supplier function by:

+ Clicking on the Import Suppliers button on the Manage Suppliers page

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Step 2: Import file

This is the Import Supplier popup

image-20240605-094017.png

First, you can click on Download button to download a sample csv file then fill in that file.

Field Name

Required

Description

Supplier Code

TRUE

The code of the supplier.

Supplier Name

TRUE

The name of the supplier.

Status

TRUE

The status of the Supplier.

Only accept value = "Active/Inactive".

Contact Person

TRUE

The contact person of this supplier.

Supplier Email

TRUE

The email to contact with this supplier

Phone number

FALSE

The phone number of the supplier.

Address

FALSE

The street in the address of the supplier.

Apartment, suite, etc.

FALSE

The website of the supplier.

Country

FALSE

The country in the address of the supplier.

Acceptable value will follow the country list of magento.

Region

FALSE

The region in the address of the supplier.

For some country such as US, the region must be a value on the list region of the selected country of Magento.

City

FALSE

The city in the address of the supplier.

Postal Code

FALSE

The Zip/Postal Code in the address of the supplier.

After you have filled in the data for the supplier (must fill in all required fields), save the file. You can dropdown the file into that field of Import popup.

 

Or you can click on Add File button, and then the Add File popup of your browse will show, Next, select the file you want to import.

 

After that, you can click on the Upload button. The data will be validated and then imported.

 

If you import successfully, it will show message as below:

 

 

Some failed cases

 

When user clicks on Import button, but no file has been uploaded.
-> Import failed, show failed message as the above picture, if the CSV file does not have require columns.

 

When user clicks on Import button, and a csv file has been uploaded, the import will be failed and show the failed message if the data in the file is not valid as in the following cases:

  1. If in a row, among these fields

Supplier Code, Supplier Name, Contact Person, Supplier Email, if there are any fields being empty, add the failed reason :" {Field names} cannot be empty."

Ex: You cannot leave Supplier Code empty ( Among Supplier Code, Supplier Name, Contact Person, Supplier Email

If there is more than one field being empty, the field name in the failed reason will be separated by ", " Ex: The Supplier Code and Supplier Name are empty

-> The failed reason: Supplier Code, Supplier Name cannot be empty.

 

  1. If in a row, if the Status field is empty or with invalid value

-> Add failed reason: The status of the supplier can only be "Active/Inactive"

 

  1. If there are any Supplier Codes in the CSV file that are the same as the Supplier Code in the Manage suppliers page, add the failed reason "This supplier code already exists in Supplier grid."

(In these cases, the system will still validate failed with this failed reason:

  • The failed Supplier Code in the CSV file has spaces at the beginning and the end of the Supplier Code value

  • The failed Supplier Code in the CSV file has lowercase or capitalized letters, but the letters are still the same as the Supplier Code that is already added to the supplier list).

 

  1. If there are multiple rows with the same Supplier Code, add failed reason "Same supplier code in multiple rows."

(In case, there are multiple rows with the same Supplier Code and spaces at the beginning and ending of these Supplier Code values, the system still validate failed and show failed reason: "Same Supplier Code in multiple rows" )

 

  1. If there is any row in the file with the

Supplier Code has spaces between characters, add failed reason: “Supplier code cannot have spaces between characters.”

 

  1. If there is any row in the file with the

Supplier Email invalid value (valid form: aurora@domain.com), add failed reason: “Invalid supplier email address (valid email example: aurora@domain.com)”

 

  1. If there is any row in the file with the

Country code does not belong to this country code list, add failed reason: “Invalid country code (valid country code example: VN).”