Accounting Help

Your Accounting Software questions answered here

How to Import Vendors in Accounting

In this article

Background
A vendor is a business or independent contractor that you pay for providing their products or services to you, such as your suppliers. If you are a new customer coming to Patriot Software from another accounting system, you can import your list of vendors into Patriot Software instead of manually entering them one at a time. 

To enter new vendors manually, see Adding and Editing Vendors.  Also check out our article, “Importing Customers“

Tips for a Smooth Import Process

  • Address: Create separate columns for your vendor street address, city, state, and zip code.  Note, there is a limit of 50 characters per address line.
  • Email: Your vendor’s email address should only contain one email and no other text.
  • Phone: Your vendor’s phone number cannot contain extensions.
  • If Form 1099 is needed at year-end, you will need to select the Vendor Name and Address

How to Import Vendors

  1. Go to Accounting > Payables > Vendors
  2. Click “Import Vendors.”
  3. Drag and drop your file or choose the file from your computer.
  4. Click “Save and Continue.”
  5. Match your data to the software fields.
    • If there are columns that could not be automatically matched, you will need to choose the matching software vendor data field.  
  6. Click “Save and Continue” when you are finished.
  7. Check the “Create 1099” box and select the 1099 Type if 1099s are needed at the end of the year.  If all of your vendors require a 1099 and are the same 1099 type, you can indicate this at the top of the list. 
  8. Click “Save and Continue.”
  9. Review your import.
    • If there are any errors in the file, or any missing information, you can make corrections and edits at this time.
  10. Click “Save Vendors.”
  11. You can view the imported vendors in your vendor list.  

How to Export Your Vendors

You can export all Vendors that are added in the software.

  1. Accounting > Payables  > Vendors.
  2. Click the Download Spreadsheet link to get a CSV of the vendors displayed on your screen.

FAQs

How many vendors or contractors can I import at a time?

You can import up to 200 vendors and contractors at a time. However, you can import an unlimited number of times.

Which vendor fields can I import?

Vendor Name (required), Address 1 (required if 1099 is required at the end of the year) and 2, City (required if 1099 is needed at the end of the year), State (required if 1099 is needed at the end of the year), Zip (required if 1099 is needed at the end of the year), Phone, Cell Phone, Email, Vendor Legal Name, EIN or SSN/ITIN, and Notes

What are the minimum fields needed in order to import vendors?

Your import file needs to include at least a Vendor Name. The Address, City, State, Zip are only required if Form 1099 is needed at the end of the year

What file types can I use?

.xls, .xlsx, .csv

How should the file be formatted?

Each vendor record should be on a single row in your file, with a column for each field you want to import. The first row of your file should include headers that label each column. Your first vendor should start on row 2.

Do the order of the fields matter?

No, the fields (columns) can be in any order from your former software. The software will match any fields automatically to your spreadsheet.  You’ll need to match any fields to our fields that the software could not find a match for after you import the file.

Your feedback will not receive a reply. If you have a specific issue, please reach out to our support team here.