This article outlines the data requirements for the on-boarding of Suppliers within the Claritum System.

Suppliers Import File Structure

The datafile structure must contain exactly the columns required with the first row containing the column headings.
Although all columns are required to be present within the datafile, not all of them require information in the subsequent rows

All columns containing RED headings are obligatory columns and need to be provided.
All columns containing GREEN headings are optional
Data for the following columns needs to be entered following Standards for Data spreadsheet
- Timezone
- Language
- Currency
- Address: Country

Standards for Data.xls

Column Name	Optional or Required Content?	Comments
Claritum ID	see Comments	This is a system generated ID assigned to the Supplier in the system. Required - this number should not be modified/ removed when updating details of an existing suppliers Not Required - for new suppliers there is no need to enter Claritum ID - the system will generate it automatically
Claritum User ID	see Comments	This is a system generated ID assigned to the Supplier User in the system. Required - this number should not be modified/ removed when updating details of an existing suppliers Not Required - for new suppliers there is no need to enter Claritum User ID - the system will generate it automatically
Supplier Name	Required	This is supplier's company name
Currency	Optional	Please refer to Standards for Data spreadsheet
Company Registration	Optional
User Name	Required	The supplier user's full name.
Language	Required	Please refer to Standards for Data spreadsheet
Location (Timezone)	Required	Please refer to Standards for Data spreadsheet
(User) Email	Required	The supplier user's email address. This will also be a login id for a supplier user to access Claritum.
Telephone		This is supplier user's telephone number
Address: Company	Required	Typically this would be 'Head Office' or 'Main Address' or something similar.
Address: Street	Required
Address: City	Required
Address: County	Required
Address: Country	Required
Address: Post Code	Required
Supplier Telephone	Optional
Fax	Optional
Notes	Optional	This can contain any information you like and will remain private to you (i.e. the supplier is not able to see this information)
Nominal Ledger Code		This is only used in reporting or when exporting approved purchase invoices, to assist in classifying different types of purchases.
Accounting Ref	Optional	If your intention is to export approved purchase invoices from the system to an external financial package (e.g. for accounts payable) then this field must contain the ID or Reference of the corresponding supplier record on that system.
Activities	Optional	Where the system automatically filters for suppliers with capabilities matching the requirements of a job when choosing suppliers for an RFx. Each supplier should be configured with the capabilities and/or services they provide. Enter 1 - if you want a given Activity to be enabled for a supplier. Otherwise leave this field bank.

Importing New Suppliers Data

Please use the below Supplier Import File for entering the data

Supplier_list.xls

In Claritum go to 'Suppliers'→ 'View Suppliers' → click 'Import Suppliers'

Select your Supplier import file and click 'Send'

Confirm if the expected fields in Claritum match those from the spreadsheet. You can also see a sample of validated data

Click 'Import' on a bottom of the page

If there are any errors displayed on a screen - please re-validate your spreadsheet and make sure the correct format is kept. Correct the errors and try uploading again.

Modifying Existing Suppliers Data

In Claritum go to 'Suppliers'→ 'View Suppliers' → click 'Export Suppliers'. This will generate a CSV file containing current data for suppliers.

Update exported file
Make sure you save the file on your local drive as .xls ( Excel)
Go to 'Suppliers'→ 'View Suppliers' → click 'Import Suppliers'
Confirm if the expected fields in Claritum match those from the spreadsheet. You can also see a sample of validated data

Click 'Import' on a bottom of the page

If there are any errors displayed on a screen - please re-validate your spreadsheet and make sure the correct format is kept. Correct the errors and try uploading again.

For further assistance, please contact your Super User.