Supplier Import Tool

Users with the relevant permissions can bulk import Suppliers to Requirements using the Supplier Import Tool, which can be accessed via Data Import > Supplier Import. It can also be found by going to the Suppliers tab within the Requirement that you want to import suppliers to, and clicking Import Suppliers on the right hand side of the screen. 

If you navigate to this page via a Requirement, you will be uploading Suppliers to that specific Requirement. Any other Requirements listed in your spreadsheet will be ignored. 

You can import Suppliers who are registered on Panacea, as well as ones who aren't. For more information about Unregistered Suppliers, please see here.

When on the Supplier Import screen, click on Download Supplier Import Template in the top right hand corner to download an Excel spreadsheet. Open the spreadsheet from your Downloads folder, and click Enable Editing. In this spreadsheet there are ten columns:

• Requirement Number (Provide number only e.g. for #REQ-266, enter 266 only) - this denotes which Requirement each Supplier will be loaded to. This is a required field, unless a Reference Prefix is used in the following column.
• Reference Prefix - This is a required field, unless a Requirement Number is used in the previous column. 
• Category/Lot ID - This is a required field, unless a Category/Lot Name is used in the following column.
• Category/Lot Name - This is a required field, unless a Category/Lot ID is used in the previous column.
• Company Name - this is a required field
• Company Number* - the Supplier's Companies House number. This is an optional field. 
  • This will be validated against the Companies House API. IF the number fails the API you will not be able to import the supplier. If the Company name registered differs from the name provided, the software will flag so that you can review before completing the import. 
  • Companies House numbers require 8 characters - please ensure you add leading '0's as this is required for the API. 
  • Leave blank if unknown.
• VAT Number* - the Supplier's VAT number. This is an optional field. 
  • This will be validated against the HMRC's VAT API. IF the number fails the API you will not be able to import the supplier. If the Company name registered differs from the name provided, the software will flag so that you can review before completing the import.
  • VAT Numbers require 9 characters - please ensure you exclude 'GB' or 'XI' and add leading '0's as this is required for the API.  
  • Leave blank if unknown.
• Contact Email* - this is a required field 
• Reference
• Supplier Tags - this matches Suppliers to Tags that are already on the system. This is an optional field. 

* These fields are used by the system to identify matches of existing suppliers on the system. It will also be used to match organisations when the Supplier registers a new account.

Once the spreadsheet is filled in, Save your changes, and go back to the Import Suppliers screen. Click Browse and select your filled in spreadsheet. Once loaded, click Import. The data from the spreadsheet will be checked against the API. You can leave the page whilst this is loading. Once it has been validated, the Suppliers will appear under either of the following tabs:

• Unmatched - data will appear here when the Supplier is not registered on Panacea. A red triangle will appear against these entries, and clicking this will show any discrepancies with the information provided, e.g. the company name does not match the Companies House number. 
  • If you click Mark as Invalid against a listed Supplier, that Supplier will be moved to the Invalid tab. 
  • If you want to continue importing Unmatched Suppliers, you can check the box listed alongside them, and click Import Selected. This will move them into the Completed tab. 
• Matched - when the system has matched your entries to Suppliers registered on Panacea, they will be listed here.
  • To import these Suppliers, check the box listed alongside them, and click Import Selected. This will move them into the Completed tab.
• Invalid - any Suppliers that could not be validated against the API will be listed here, e.g. if the VAT Number provided doesn't exist. 
  • Any entries that appear here cannot be imported, and will need to be reimported once corrections have been made. 
  • You are able to export a spreadsheet of invalid Suppliers in order to easily identify invalid details in order to reimport. To export this spreadsheet, input relevant dates into the From Date and To Date fields, filter by user if required, and click Export.

There are two more tabs on this page:

• Completed - Suppliers will appear here once they have been imported. 
• Log - this is an audit log.