Importing Vendors
Vendors is a Tier 1 (Day One) data type. Importing your vendor list is important if you need to track payables, create purchase orders, or manage bills.
Before You Begin
- Prepare a CSV file with your vendor data
- At minimum, include the Vendor Name for each record
- If your vendors have expense accounts, make sure those accounts exist in AccuArk's Chart of Accounts first
Step-by-Step Import
- Open the Data Exchange Center from the Business menu
- Click Import on the Vendors card
- Click Browse and select your CSV file
- Click Next to map columns
- Ensure Vendor Name is mapped (required)
- Map other fields as available
- Click Next to validate, then Import
How Upsert Works for Vendors
Vendors use Account Number and Vendor Name as match keys:
- If a vendor with the same account number exists, it is updated
- If no account number match but a vendor name match exists, it is updated
- If neither matches, a new vendor is created
Available Fields
| Field | Required | Type | Description |
|---|---|---|---|
| Vendor Name | Yes | Text | The vendor or supplier company name |
| Account Number | No | Text | Your account number with this vendor (also match key) |
| Contact Name | No | Text | Primary contact person at the vendor |
| Address | No | Text | Street address |
| Address Line 2 | No | Text | Suite or unit number |
| City | No | Text | City |
| State | No | Text | State or province |
| Zip Code | No | Text | Postal code |
| Phone | No | Text | Phone number |
| No | Text | Email address | |
| Mobile | No | Text | Mobile phone |
| Fax | No | Text | Fax number |
| Website | No | Text | Vendor website |
| Expense Account | No | Lookup | Default expense account for bills from this vendor. Must match an existing account code or name in your Chart of Accounts. |
| Notes | No | Text | Internal notes |
Expense Account Mapping
The Expense Account field links the vendor to a default expense account in your Chart of Accounts. When you later create bills for this vendor, the system can automatically assign the expense to this account.
The value you enter must match an existing account code or account name. If it does not match, the row is flagged with a validation error. If you do not need this feature, leave the column unmapped or set it to "(Skip)".
Tips
- Include account numbers — If you have account numbers with your vendors, include them for the most reliable duplicate detection
- Import Chart of Accounts first — If you plan to link vendors to expense accounts, set up your Chart of Accounts before importing vendors