Upload vendors into VMOTEK

01

Prepare the vendor file

Create one row for each legal or trading supplier. Decide which contact receives purchase orders and which address belongs on purchasing documents. Keep catalog items out of this file; create vendors first, then upload each vendor's catalog from its vendor detail page.

• Required: company_name.
• Recommended: ordering email, phone, contact person and supplier account number.
• Use the vendor upload—not customer upload—for parts, tire and service suppliers.
• Retain the source export and run a representative pilot.

02

Open vendor upload

Open Procurement in the left navigation, select Vendors and choose Upload vendors. Select the CSV and review the automatically suggested mapping.

How to get there: Open Procurement → Vendors → Upload vendors → Choose File.

03

Vendor column dictionary

The vendor importer accepts the following fields.

• company_name — required supplier display name.
• contact_first_name / contact_last_name — primary ordering contact.
• email — ordering email and case-insensitive dedupe key within vendor records.
• phone / mobile — supplier contact numbers.
• addr1 / addr2 / city / state / zip / country — supplier address.
• client_accno — your account number with the supplier or a stable legacy reference.
• sales_tax_id — optional tax identifier.
• notes — ordering instructions or operational context, excluding credentials and secrets.

04

Mapping and deduplication

Exact, label and normalized heading matches are mapped automatically. Confirm each selection and skip unknown columns. company_name must be mapped. When email matches an existing vendor, the importer updates the vendor and its primary contact. A customer using that email is not converted or overwritten because vendor matching is limited to vendor records.

• Use Preview to inspect values before importing.
• Do not map a supplier part number as client_accno; part numbers belong in vendor catalogs.
• A missing email means the row cannot be matched by email on a later upload.

05

Verify and continue

Search Vendors for the imported supplier, open it and confirm contact and address. Search Customers for the same unique name and confirm it is absent. Then open the vendor and upload or maintain its catalog before creating purchase orders.

How to get there: Open Procurement → Vendors after the import.

How to get there: Open the vendor and choose its catalog or Upload catalog action.

06

Troubleshooting

If a vendor appears missing, clear filters and verify the import count. If it appears in Customers, confirm it was not separately created or imported there; vendor upload itself writes vendor type only. Resolve duplicate supplier emails before catalog or purchase-order activity makes consolidation harder.