Updating Vendor Payment Methods Via CSV (QBO)

Use FISPAN Sync to update your vendor payment details in bulk using a CSV file, bypassing manual, record-by-record edits.

Keep in mind that this process cannot update data stored in your accounting software.

Export and Import Functionality

This functionality allows you to manage your vendor records through a two-part process: Export and Import.

Export creates a file containing all your current vendor records.

Import allows you to update existing records by applying changes to your vendor data.

Always export first before importing. This is the best way to ensure the CSV file is structured correctly, as the row format changes depending on the type of data being worked with.

You can re-import the same data multiple times to update existing rows, provided the ID fields in the file have not been modified or changed.

Follow these steps to begin the export and import process.

Navigate to the Vendors Page

From anywhere in FISPAN Sync, you can navigate to the Vendors page.

Select Vendors

Access the Import / Export Functionality

Click the Import / Export dropdown menu to manage your vendor data. It contains three options:

Import CSV File: Opens the upload popup to import your completed or revised file back into the plugin.

Export CSV File: Downloads a CSV file containing all current vendor records.

Export Vendor Template: Downloads a blank template with the required column headers.

Select Export

IMPORTANT: The CSV is pre-structured for import functionality; do not modify the column structures.

There are three different data types:

BANK ACCOUNT: Each vendor with a bank account creates a row with a data_type of BANK ACCOUNT, allowing you to modify the vendor’s bank account.

ADDRESS: Each vendor with an address record creates a row with a data_type of ADDRESS, allowing you to modify the vendor’s address.

EMAIL: Each vendor with an address record creates a row with a data_type of EMAIL, allowing you to modify the vendor’s email.

NOTE: Save a copy of this file for your records so you can easily re-import the original if necessary.

Prepare the File for Import

Once you have exported the existing vendor bank information, create the import file containing your revised vendor bank information by editing the data and adding new rows if you are incorporating new vendors.

Do not remove any of the column headers or add additional columns; otherwise, the import will fail.

Each of the three data types requires specific data fields. Use the existing records as a guide to which columns require data, and be sure to follow the general rules to avoid errors that prevent a successful import.

BANK ACCOUNT: To add a new bank account, add a row and enter BANK ACCOUNT in the data_type column.

ADDRESS: To add a new address, add a row and enter ADDRESS in the data_type column.

EMAIL: To add a new email, add a row and enter EMAIL in the data_type column.

Please do not fill in the email or address fields for these columns, and ensure that the other columns are completed according to the guidance provided in the table below.

NOTE: Only one line entry per vendor can have the is_default_account set to Y. Enter the default_payment_method for the default account address record.

Only one line entry per vendor can have the "is_default_account" set to "Y"

Fill the CSV Table

Enter the details for each vendor in the CSV table by adding values to each row's columns.

Column Name	Allowable Values (CASE SENSITIVE)	Notes
data_type	One of: BANK ACCOUNT ADDRESS EMAIL	For BANK ACCOUNT, leave the email and address fields empty. For ADDRESS, leave the bank account and email fields empty. For EMAIL, leave the email and address fields empty.
id	Internal ID	Leave the field empty if adding a new payment method. Do not modify the value if modifying existing payment information.
erp_vendor_id	Vendor ID	Do not modify this value; it protects against duplicate records.
vendor_name	Vendor name
is_default_account	Y/N	Can only have one default (Y) per vendor. All other line entries must be N.
default_payment_method	Please confirm that they are in capital letters: ACH, ACH NEXT DAY, CHECK, INTERNATIONAL ACH, INTERNATIONAL WIRE, SEPA, VCC	You can add any available payment method to the vendor. To check which ones are available, go to Plugin → Payment Methods. If you need to enable a method that isn't listed, please contact your banker for assistance.
is_editable	Y/N	For any new lines, please enter as Y. Do not modify an N and change it to a Y for any existing records. Doing this may break the import.
email_addresses	Any email addresses, up to 5	Separate each email address with a comma: “,”
country	ISO alpha-2 country codes	This field accepts upper, lower, and mixed case values. Please enter the ISO alpha-2 country codes format. The import will result in an error if the user enters the full country name (i.e., New Zealand).
currency	Currency codes	Please enter the currency following the currency code list. This field accepts upper, lower, and mixed case values.
account_type	CHECKING or SAVINGS	This field accepts upper, lower, and mixed case values
account_number	Vendor's account number
institution_number	Vendor's institution number
transit_number	Vendor's transit number
routing_number	Vendor's routing number
bank_code
iban	Two-letter country code, followed by two check digits, and up to 35 alphanumeric characters
bic	Vendor's BIC or SWIFT code for the country and bank
bank_name	Anything
address_line	Anything
address_line_2	Anything
address_city	Anything
address_state_province	Anything
address_postal_Code	Anything
local_branch_code	Valid branch code for this bank	Use this field for BSB codes if the country requires it
payment_purpose_message	Anything
payment_purpose_code	Valid purpose code
payment_payment_iso_code	Valid sender country code
payment_payment_codeword	Valid receiving entity codeword
payment_payment_party_type	P, T, G, N	P = Parent, T = Subsidiary, G = Group, N = Non-related
payment_residential_status	resident, nonresident
sort_code	Valid sort code for this bank

Import CSV

Once the file is ready, select Import CSV. You do not have to resubmit the entire file; you can choose to import only the lines you have changed.

Attach the file that is ready to import and enter one valid email address to receive a status update.

NOTE: You are not able to modify this email address after clicking Import. If the email is incorrect, you will not get the status email, but the import will complete.

Import File

Once the file has been uploaded, a checkmark will appear. You can expect an email with a status update within a few minutes.

Confirmation of Submission

Import Confirmation Email

Once the import status changes, you will receive an email notification.

This email notification will let you know if the import has been successful. There are 3 options:

File Successfully Imported

Import is successful, but there are line errors.

In that case, please download the CSV attached to the email that lists those errors and submit the file again. You may leave the error column in the newly uploaded CSV. Please note that if an error is found in one of the rows, none of the information present in that row will be updated.

File Was Not Imported

Import was not successful.

This issue may be caused by internet connectivity problems or unsupported file formats. Please verify your internet connection, refresh the page to attempt again, or contact support if the problem persists.

Import CSV Example

This file is an example of what the import file may resemble for a hypothetical vendor.

Create CSV Import file

Potential Errors

Errors	Explanation	Solutioning
data_type must be: BANK ACCOUNT or EMAIL, or ADDRESS	data_type was not filled in.	Always include a data_type; this is a mandatory field.
vendor_id must be filled in.	vendor_id was not filled in.	Always include a vendor_id; this is a mandatory field.
default_payment_method must be of a valid Payment Type.	default_payment_method was not correctly filled in.	Ensure your account has this payment method enabled.
email_addresses contains email(s) with an invalid email format.	The email address format was not respected.	Follow the following format: [email protected]. If you would like to add multiple email addresses, confirm they are comma-separated like so: [email protected], [email protected]
Both country and currency must be filled in.	Country and currency both need to be filled in.
country contains invalid country code	Country code is not valid.	Select a valid country code from this list: ISO alpha-2 country codes
currency contains an invalid currency code.	Currency code is not valid.	Select a valid currency code from this list: Currency codes