How Does Import Supplier Work?

By importing a list of Suppliers through CSV or Excel files, you can bulk create and update Suppliers, Contacts and their details. This article will explain how it works, so you know what to expect after the import.

Click here to download the Excel Template for import.

Excel 2007 and later versions are supported.

Fig 1. Import

Mapping

Cubit Select Fields	Excel/CSV Column Headers	Character Limits
Supplier Name	Supplier	-
Supplier Phone	Phone	20 Characters
Supplier Address - Street	Street	-
Supplier Address - City	City	-
Supplier Address - State	State	-
Supplier Address - Country	Country	-
Supplier Address - Postcode	Postcode	-
Supplier Contact - Name	Contact	100 Characters
Supplier Contact - Mobile	Mobile	20 Characters
Supplier Contact - Email	Email	50 Characters

 Note:

1. Cells should not contain Hyperlinks.
2. The column header row is required at the top of the table.
3. The “Supplier” column is required.
4. Columns that cannot map to the above fields will be ignored.
5. The first column will be used if there are duplicate columns (same column title).

What will happen to the Suppliers?

Suppliers are identified as the same Supplier if they have identical Names. 

Here are what happens to Suppliers after importing the file: 

1. Suppliers listed in the import file that doesn’t exist in Cubit Select will be created as new Suppliers.
2. Suppliers that are listed in the import file and are matched to an existing Supplier will have their details updated based on the data provided in the import file. 
3. For Suppliers that are not listed in the import file but already exist in Cubit Select, you can choose to keep them active or archived.

	Supplier 1	Supplier 2	Supplier 3
Exists in Cubit Select
Listed in Excel/CSV
What happens after import?	Supplier Details updated	New Supplier created	No Change / Archived

What will happen to the Contacts?

Contacts are identified as the same Contact if they have identical Names and under the same Supplier. Here are what happens to Contacts after importing the file: 

1. Contacts listed in the import file that doesn’t exist in Cubit Select will be created as new Contacts.
2. Contacts that are listed in the import file and exist in Cubit Select will be updated based on the data provided in the import file.
3. Contacts that are not listed in the import file but already exist in Cubit Select will be kept in Cubit Select and no change will be made.

	Contact 1	Contact 2	Contact  3
Exist in Cubit Select
Listed in Excel/CSV
What happens after import?	Contact Details updated	New Contact created	No Change

Rules for Importing and Updating the Data 

There are a couple of rules for importing and updating the data you should know before the import.

Supplier Address Fields will be Updated Together

If any of the Street, City, State and Postcode fields of a Supplier Address existed in Cubit Select do not have an exact match in the import file, all of the Supplier Address fields will be updated as one piece of information based on the data provided in the file.  

So make sure you don’t leave incomplete Supplier Addresses in the import file when you have the complete addresses filled in Cubit Select already.

Example:

White Spaces will be Ignored and Erased

White spaces in the import file will be ignored when matching and importing data if they are:

• in front of the string of text in a field
• at the end of the string of text in a field
• the only element in a field (count as empty)

Empty Fields will not Replace Data

Except for the case of updating Supplier Address fields together mentioned above, any other fields that are already filled with data in Cubit Select will not be replaced if:

• the matching fields are left empty in the import file
• no matching columns of these fields are found in the import file

Example: