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Accounting & Bookkeeping · How-to guide

Import vendors from a spreadsheet

Load multiple suppliers using the module's sample workbook and correct rejected rows safely. The guide then takes you through the correct route, the checks to complete before making changes, the workflow in order, and the evidence to review afterwards.

Audience: Accounts payable administratorsFeature: Vendor importModule v1.4.5
Jump to steps
Where to goAccounting → Vendors → Import
Before you startThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Vendor: Create. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What you’ll accomplish

Load multiple suppliers using the module's sample workbook and correct rejected rows safely. It forms part of Britixo Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.

How the module flow works

The module includes vendor sample files, import screen and processing actions and removes old temporary error files.

A technically successful import still requires business review for duplicate suppliers, naming consistency and payment method.

Use vendor bulk actions only after the import has been checked.

Follow these steps

  1. Download the sample vendor import workbook.
  2. Prepare a small test file.
  3. Keep headers and formats unchanged.
  4. Upload and run the import.
  5. Check success and error counts.
  6. Correct rejected rows without re-importing successful vendors.
  7. Search and open imported vendor profiles.

Fields and decisions to review

Sample workbookDefines accepted vendor columns.
Vendor codeMust be unique.
Name and contactRequired and optional fields follow import validation.
AddressesKeep country and regional values in accepted formats.
Error fileContains rows that failed validation.
Partial successRequires a clean follow-up file containing only failed rows.

How to confirm it worked

After the action is saved, Britixo keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.

  • Open the saved record and confirm its final status.
  • Review the source reference and every debit and credit line where ledger data was created.
  • Use the relevant register, ageing, reconciliation or report to verify the wider effect.

Controls, checks and common mistakes

  • Do not import duplicate vendor codes.
  • Do not include unnecessary sensitive bank data.
  • Check country and address formats.
  • Verify payment instructions independently.
  • Use the least destructive correction available and record the reason for material changes.
  • Do not bypass a permission, approval or closed-period control by changing unrelated data.
Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.
Browse connected topics:paymentreconciliationsupplier billvendorcheckreportapprovalmappingdouble-entry
Vendor management overviewCreate and edit a vendorUse the vendor profile and transaction historyComplete the Accounting setup checklistSupplier bills overviewCreate and edit a supplier bill