Importing Vendors into Patriot Software

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Importing Vendors into Patriot Software

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 see Importing Customers into Patriot Software.

How to Import Vendors and Contractors into Patriot Software

You can create your own spreadsheet by exporting your existing vendor list from your former software.   Here are some FAQs about the file format:

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.

Spreadsheet Tips for a Smooth Import Process

  • Address: Create separate columns for your vendor street address, city, state, and zip code.
  • Email: Your vendor’s email address should only contain one email and no other text.
  • Phone: Your vendor’s phone number cannot contain extensions.

When you are ready to import your file:

  • Go to Accounting > Your Company > Vendor List
  • Click “Import Vendors.”

Drag and drop your file or choose the file from your computer, and click “Save and Continue.”

Match Your Data to Patriot Fields

The software will automatically match the fields from your spreadsheet to the fields in the software. However, if there were columns that could not be matched, you will need to choose the matching Patriot customer data field.  At a minimum, you will need to select the Vendor Name and Address if Form 1099 is needed at year-end, but in order to import each column of data, you will need to select each matching Patriot field.  Click “Save and Continue” when you are finished.

Select the 1099 Types

If any of your vendors require a Form 1099 at the end of the year, check the “Create 1099” box and select the 1099 Type.  If all of your vendors require a 1099 and are the same 1099 type, you can indicate this at the top of the list.  See the help article “Which 1099 Type Do I Choose?” for more information on selecting the correct 1099 type.  Click “Save and Continue.”

Review Your Imported Vendors

You will see a list of your imported vendor information.  If there are any errors in the file, or any missing required information, you can make corrections and edits here.  You can also edit all fields on the vendor record after they have been imported.

Click “Save Vendors,” and you will see these imported vendors are now in your vendor list.  Click their name to view and edit their vendor record.

Export Your Vendors

You can export all Vendors that are added in the software by going to Accounting > Payables  > Vendors. Click the Download Spreadsheet link to get a CSV of the vendors displayed on your screen.

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