Importing New Supplier Records - Excel fields
Learn which Excel fields are required to efficiently import new supplier records into your database.
Written by Ryan Osborne
Updated at September 18th, 2026
Table of Contents
Supplier Bulk Upload Excel (.xls) Fields
Below is a comprehensive list of all the fields included in the Excel supplier record import process in Merchanter. To ensure a smooth and error-free data transfer, it is crucial that each field is accurately completed.
Taking the time to check and populate these fields carefully will significantly reduce the chances of errors or delays during the import process. Incorrect or incomplete data can lead to failed imports or missing information, which may require manual correction later.
List of all the Fields in the Template:
| Field | Req. | Validation | Notes |
|---|---|---|---|
|
Like Code
|
Yes* | For prototypes, prefix the code with P: |
Merchanter/UT400 supplier or a prototype code to copy details from. *At least one Like code is required. An empty field will take the details of the row above. |
|
Supplier Code
|
Yes |
UT400 code of the new supplier Only optional if using auto coding and an account code template exists. Unique Identifier - Codes need to be unique |
|
| Supplier Name | Yes | 60 characters | |
| Supplier Address - Line 1 | Yes | ||
| Supplier Address - Line 2 | |||
| Supplier Address - Line 3 | |||
| Supplier Address - Town/City | |||
| Supplier Address - County | |||
| Supplier Address - Postcode | |||
| Alternative Supplier Code | |||
| Phone Number | |||
| Fax Number | |||
| Website Address | |||
| Supplier Type |
|
Leave blank to inherit from the like supplier | |
| Supply Type |
|
Leave blank to inherit from the like supplier | |
| Lead Time |
Published lead time of supplier (in days). Empty = zero |
||
| Forward Contract Lead Time |
Lead time of supplier for forward contracts (in days). Leave blank if the ledger default setting is to be used. |
||
| Minimum Carriage Paid |
Minimum order value to get free carriage. Empty = zero |
||
| Minimum Order Value |
Minimum order value accepted by the supplier. Empty = zero |
||
| Exclusive Depot |
Specify if the supplier trades with this depot only. Use 'UNSET' if there is no exclusive depot. Leave blank to inherit from the like supplier. |
||
| Parent Code |
Merchanter/UT400 code of the parent supplier Empty = no parent |
||
| Account Type |
|
Leave blank to inherit from the like supplier. Only applicable if no parent account is set. |
|
| Currency | ISO currency code, e.g. GBP, EUR, USD |
Leave blank to inherit from the like supplier. Only applicable if no parent account is set. Please note this filed will become locked when the supplier is mapped to your Financial integration. |
|
| Payment Terms |
Merchanter/UT400 code or terms string of payment terms Example terms strings:-
Leave blank to inherit from the like supplier. Only applicable if no parent account is set |
||
| VAT Code |
|
Leave blank to inherit from the like supplier. Only applicable if no parent account is set |
|
| Tax Registration Number | |||
| Country | ISO 2- or 3-letter code or name for supplier's country. |
Use 'UNSET' to leave unset. Leave blank to inherit from the like supplier. |
|
| Stock Source Country | ISO 2- or 3-letter code or name for supplier's country. |
Use 'UNSET' to leave unset. Leave blank to inherit from the like supplier. |
|
| Buyer |
Merchanter/UT400 code or the short name of your internal buyer Leave blank to inherit from the like supplier. Use 'UNSET' to specify an empty value. |
||
| PI Authoriser |
Leave blank to inherit from the like supplier. Use 'UNSET' to specify an empty value. |
||
| Main Contact - Name | |||
| Main Contact - Phone Number | |||
| Main Contact - Mobile Number | |||
| Main Contact - Fax Number | |||
| Main Contact - Email Address | |||
| Does Outwork? |
|
||
| Opened Date | Formatted to YYYY-MM-DD | ||
| Custom Attributes |
|
List of custom attributes required for the supplier, Missing attributes or values will be created. | |
| Custom Attribute 1 |
Value for pre-existing custom attribute from Position 2 in the attribute table. This must be a valid existing value (case sensitive) for the attribute E.g. A |
||
| Custom Attribute 2 |
Value for pre-existing custom attribute from Position 2 in the attribute table. This must be a valid existing value (case sensitive) for the attribute E.g. Blue |
||
| Custom Attribute 2 |
Value for pre-existing custom attribute from Position 2 in the attribute table. This must be a valid existing value (case sensitive) for the attribute E.g. No |
Here is a prefilled Supplier Template Example that you can down load and take a look at.
More information can be found on custom attributes here, Using Custom Attributes in Customers, Suppliers and Products