Bulk Upload Vendors

Step-by-step Guide

1. From the vendors dashboard, click the bulk upload button on top right.⁠
   
2. The bulk import popup opens. Fill in the maximum number of preferred items that a vendor can have and click generate template.⁠
   
3. The template gets downloaded. Fill in the item details in the csv file and click attach file.⁠
   
4. Click upload template.⁠
   
5. In case there are no errors in the csv, the vendors get uploaded.
6. In case of errors, the error page opens. The error fields are highlighted in red. Double click the error fields to update them.
7. Once all the errors have been resolved, click re-upload.
8. The vendors get imported.

FAQ

How can I import several vendors at once? Can I import vendors in bulk?

Yes, FactWise offers a bulk vendor import feature to populate vendor directories with ease. Click the bulk import icon <icon> on the top right of the Vendors dashboard to begin the process. Generate a csv template for your vendor directory by specifying the maximum number of preferred items possible. Open the auto-downloaded csv file and populate the spreadsheet as per field titles in the third row, and explanations and examples in the top two rows of each column. User inputs commence row 4 onwards.

Some fields may allow multiple values. In order to do this, n columns need to be added for the same field, if it has n values. For example, if vendor A has 12 preferred items, columns should be added for the Preferred Item Code.

Note: The additional column for a particular field should be added directly to right next of the corresponding column and not at any other place.

When your spreadsheet is accurately populated, attach it to the Bulk Vendor Import popover and click Upload. Resolve errors, if any, and then access the newly added vendors via the Vendors dashboard.

Can I upload my vendor directory in a different format?

Currently, it is necessary to use the csv template format provided by FactWise. Please ensure:

• Column names have not been changed
• Column order has not been changed (adding columns where required should not modify the order of the columns that precede or succeed the newly added ones)
• No column should be deleted
• Data has been populated using the guidelines provided in rows 1 and 2 of the template

What happens if the uploaded file has errors?

In case an uploaded file template has errors, users will see a preview page of the entire spreadsheet with errors highlighted in red. Double-click the cell with the error (red fill) to resolve the error on that page itself and then click the Re-Upload button. Alternatively, make necessary modifications on the csv file locally and re-attach it to the Bulk Vendor Import popup.

What are the possible errors that can occur while uploading a vendor spreadsheet?

Check the following fields and conditions for vendor upload errors:

• Mandatory fields are empty or have invalid inputs
• Procurement entity name must exactly match the name of the procurement entity as registered on FactWise
• Inaccuracies in Preferred Item Code

Can I rescind a vendor invitation?

Yes, rescinding a vendor invitation will remove the vendor from your vendor directory.

Why am I unable to delete a vendor invitation?

Make sure that the vendor has not been added to any events.

A vendor that is present in the vendor directory is not visible to users creating events. How can I resolve this?

Make sure that the vendor has been assigned to all relevant entities.

Can two vendor organizations be assigned the same vendor code?

No, vendor codes must be unique for each vendor organization in the vendor directory.