Updating Vendors via CSV
The plugin allows users to update their vendor payment information in bulk via CSV without having to manually change each record.
You can use this procedure to edit existing vendor records, to add additonal line items to existing vendors and to create new vendor records.
Keep in mind that information stored inside native Intacct cannot be updated in the plugin.
Functionality
This functionality has two parts: export, to export all the current records, and import, to change all the vendors needing a change.
FISPAN strongly recommends exporting first before importing. This will confirm that the CSV file is structured correctly since the row structure is different for each data type.
As long as the ID fields have not been modified or changed, you will be able to re-import the same data multiple times to update existing rows.
Step 1: Navigate to the Payment Methods Page
From anywhere in Intacct, you can navigate to the Payment Methods page. Click on your plugin and then Payment Methods to begin the export and import process.
Step 2: Export
Click Export. By hitting export, a CSV export of all vendors is directly triggered.
This CSV is structured to facilitate the importing process, so please do not modify any of the columns’ structures.
The import from Intacct triggers a minimum of one row of data. 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.
- Each vendorwith an address record creates a row with a data_type of EMAIL, allowing you to modify the vendor’s email.
We suggest saving a copy of this file or your records and to provide an easy way to import back the original file if necessary!
Step 3: Import
Once you have exported the existing vendor bank information, create the import file with your revised vendor bank information by editing the data and creating new rows if you are adding new vendors.
Do not remove any of the column headers or add additonal columns, otherwise, the import will fail.
Prepare the File for Import
Each of the three data types require 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 preventing a successful import.
BANK ACCOUNT
- To add a new bank account, add a row and enter BANK ACCOUNT in the data_type column. Do NOT fill in the email or address fields and fill in the other columns following the guidance from the table below.
ADDRESS
- To add a new address, add a row and enter ADDRESS in the data_type column. Do NOT fill in the bank account or email fields and fill in the other columns following the guidance from the table below.
- To add a new email, add a row and enter EMAIL in the data_type column. Do NOT fill in the bank account or address fields and fill in the other columns following the guidance from the table below.
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.
Populating the CSV table
- You need to use specific default_payment_method code values for each of the payment rail types.
- Since only one entry per vendor can be the default account with a default_payment_method, there any rules for which payment method is compatible with each data type.
Here is a complete list showing which payment rail types are supported by each data type. Use only the payment rails supported by your bank plugin for this specific vendor.
Navigate to Plugin → Payment Methods and check in the table which payment methods are listed for a vendor.
data_type | Compatible default payment_method(s) for this data type | Other rules |
|---|---|---|
BANK ACCOUNT | ACH ACH_NEXT_DAY CPA BACS SEPA WIRE EFT_AU WIRE_AU EFT_SG WIRE_SG WIRE_NZ EFT_NZ WIRE_ZA EFT_ZA INTERNATIONAL_WIRE INTERNATIONAL_ACH UK_FPS | Leave the email and address fields empty. |
ADDRESS | CHECK | Leave the bank account and email fields empty. |
VCC | Leave the bank account and address fields empty |
CSV file - table columns
Column Name | Allowable Values (CASE SENSITIVE) | Notes |
|---|---|---|
data_type | Either: ADDRESS, BANK ACCOUNT, EMAIL | DOMESTIC BANK ACCOUNT enables to change the vendor’s domestic bank account. Fill in all columns needed but do not fill in default_payment_method and email_addresses. Email enables to change the vendor’s international bank account. Fill in all columns needed but do not fill in default_payment_method and email_addresses. |
id | Internal ID | Leave empty if adding a new payment method. Do not modify value if modifying existing payment information. |
erp_vendor_id | Intacct vendor ID | Do not modify, protects against duplicate records. |
vendor_name | Intacct vendor name |
|
is_default_account | Y/N | Can only have one default (Y) per vendor. All others must be N. |
default_payment_method | Please confirm that they are in capital letter: e.g., ACH, ACH NEXT DAY, CHECK, INTERNATIONAL ACH, INTERNATIONAL WIRE, SEPA, VCC | Anything from the list of available payment methods. To see what is enabled on the vendor, navigate to Plugin → Payment Methods and check in the table which payment methods are listed for that vendor. If you would like to add some payment methods to the plugin, please contact your banker. |
is_editable | Y/N | For any new lines, please enter in "Y". Do not modify an "N" and change it to a "Y", doing this may break the import. |
email_addresses | Any email addresses, up to 5 | Separate each email address with “,” |
country | This field accepts upper, lower, and mixed case values. Please enter in the ISO alpha-2 country codes format. The import will error if user enters full country name, i.e. New Zealand. | |
currency | Please enter 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 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 | |
Importing the file
Once the file is ready, select the Import button.
Attach the file that is ready to import and enter one valid email address to receive a status update.
You are not able to modify this email address after clicking Import, so be sure to add the correct one.
Once the file has been uploaded, a checkmark will appear. Wait a few minutes to get a status update via 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:
1.Import is successful!
2. 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 can 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 is updated.
3. Import was not successful
- This may be caused by internet issues or if the file format is not respected. Please check your internet connection, refresh the page to try again, or contact support if it still does not work.
Example of Import
This file shows an example of what the import file can look like for one hypothetical vendor.
On the Payment Method page, when you select the vendor, it shows the bank account has been added.
When you open up the bank account, you can see the values match the import.
Potential Errors
Errors | Explanation | Solutioning |
|---|---|---|
data_type must be: DEFAULT PAYMENT METHOD or DOMESTIC BANK ACCOUNT or INTERNATIONAL BANK ACCOUNT | 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. | Email addresses format was not respected. | Follow the following format: [email protected] 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 needs 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 |