What is this document?
This document is a guide on how to use the supplier import file in the Supply Chain Module. What format is required and what columns are mandatory/optional.
The tables below contain all columns found in the supplier import file.
Important!
Before you begin filling out the supplier template for upload or update, please ensure the following:
Template Language Must Match Platform Language
The language of the supplier template must be the same as the language selected on the platform. For example, if the platform language is set to German (DE), you must use the German version of the template.
Entry Language Must Match Template Language
All supplier data entered in the template must also be in the same language as the template. If you're using the German template, all entries (e.g., company names, categories, locations) must be provided in German.
The format required for each column in the supplier template
Supplier information
Column Name | Mandatory? | Recommended? | Format and Example |
Supplier Name | ✅ Yes | ✅ Yes | Text, must be longer than 3 characters |
Products or Services | ❌ No | ✅ Yes | Select from master-data i.e. PS_0012
|
Countries of Operation | ❌ No | ✅ Yes | Select from master-data i.e. DE
|
Business Website |
❌ No
|
❌ No
| Valid website/ URL |
Contact Details
Column Name | Mandatory? | Recommended? | Format and Example |
Contact Email |
❌ No
|
✅ Yes | Valid email format →i.e. info@nextechsolutions.com |
Contact Name |
❌ No
|
✅ Yes | Text → i.e. Alex Thompson |
Phone Number |
❌ No
|
❌ No
| Numeric, include country code → +49 123 456 789 |
Financial & Compliance Information
Column Name | Mandatory? | Recommended? | Format and Example |
Spend Volume | ❌ No | ✅ Yes | Numeric → 1000 |
Spend Volume Currency | ❌ No | ✅ Yes | Select from master-data only. ISO 3-letter currency code → i.e. EUR |
Tax ID / VAT ID | ❌ No | ❌ No | Alphanumeric → DE4567291 |
DUNS Number | ❌ No | ❌ No | Numeric → 987654321 |
Refinitiv Perm ID | ❌ No | ❌ No | Numeric → 5678901 |
Headquarters & Legal Information
Column Name | Mandatory? | Recommended? | Format and Example |
Legal Entity Name |
❌ No
|
❌ No
| Text |
Country of Tax Registration |
❌ No
|
❌ No
| Select from master-data only. ISO 2-letter country code → i.e. GR |
HQ Country | ❌ No
| ❌ No
| Select from master-data -> i.e. DE |
HQ Address Line 1 | ❌ No
| ❌ No
| Text |
HQ Address Line 2 |
❌ No
|
❌ No
| Text |
HQ City |
❌ No
|
❌ No
| Text. i.e. Mountain View |
HQ Zip-Code |
❌ No
|
❌ No
| Alphanumeric, max 20 characters → 94043 |
Legal Entity Type | ❌ No
| ❌ No
| Choose between: Private, Public → i.e. Public |
Risk & Certification Details
Column Name | Mandatory? | Recommended? | Format and Example |
Blacklist Status | ❌ No
| ❌ No
| Select from master-data.
Choose between: None, Greylisted, Previously Blacklisted, Blacklisted |
Certifications & Documents | ❌ No
| ❌ No
| Comma-separated list of certifications → i.e. ISO 9001, ISO 27001 |
Supply Chain Tier | ❌ No
| ❌ No
| Numeric (1, 2, or 3) → i.e. 1 |
SRM ID |
❌ No
|
❌ No
| Alphanumeric → i.e. SRM001 |
Additional Data
Column Name | Mandatory? | Recommended? | Format and Example |
Is Active | ❌ No | ❌ No | Select from master-data. Options are :Yes, No |
ERP ID | ❌ No | ❌ No | Alphanumeric → ERP001 |
NACE Code | ❌ No | ❌ No | Select from master data. Alphanumeric industry classification → C30.2.0 |
Description
|
❌ No
| ❌ No | Text |
Compliance & Business Relationship
Column Name | Mandatory? | Recommended? | Format and Example |
Code of Conduct Agreement | ❌ No | ❌ No | Select from master data. Optins are: Accepted, Requested, Missing |
Self Assessment Request Status | ❌ No | ❌ No | Select from master data. Optins are: Accepted, Requested, Missing
|
Self Assessment Risk | ❌ No | ❌ No | Select from master data. Optins are: Very high, High, Low, Moderate
|
Marked as Safe |
❌ No
|
❌ No
| Select from master-data. Choose from the options: TRUE, FALSE |
Own Business Entity (Daato Structure) | ❌ No | ❌ No | Select from master-data. The name must be identical to the name of the entity used in Daato. |
Relationship Manager | ❌ No | ❌ No | Email format → alex.t@nextechsolutions.com |
Definitions:
Recommended: We highly recommend providing this information about the supplier. However, the field is not mandatory for importing.
Mandatory: The field is mandatory for importing suppliers.
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