Supplier Import via CSV – Field Requirements & Validation Guide
This guide explains how to correctly complete the Supplier Import CSV file to ensure successful validation and import into the system.
The CSV template includes:
- Supplier-level fields
- Product-level fields
- Option-level fields
Some fields are mandatory and must be completed for the import to succeed. All data must follow the specified formats and validation rules outlined in this guide.
Important Notes Before You Begin
- This import is designed for creating new Suppliers in the system.
- It is not intended for merging or updating existing Suppliers.
- It is primarily used during customer onboarding to bulk create Supplier, Product, and Option records.
- It is not designed for annual rate updates or pricing changes.
- For rate updates, please refer to the Rate Import guide instead.
- If you are unsure whether this import is appropriate for your use case, please contact your Customer Success (CS) Manager or our Support team. We typically work directly with customers to prepare and validate Supplier import files during onboarding to ensure a smooth setup process.
Template fields and allowed values
| Column/Field | Mandatory? | Values allowed |
| Supplier Name | Yes | Enter the Supplier name |
| Supplier type | Yes | Accommodation, Activity, Transportation, Other |
| Price range | No | 0,1,2,3,4 |
| Industry rating | No | 0,0.5, 1, 1.5, 2, 2.5, 3, 3.5, 4, 4.5, 5 |
| Street Address | No | Enter address |
| City | No | Enter City |
| Country | No | Enter Country |
| Postcode | No | Enter Postcode |
| Latitude | No | Enter Latitude |
| Longitude | No | Enter Longitude |
| No | Enter Email | |
| Phone | No | Enter Phone |
| Mobile | No | Enter Mobile |
| Freephone | No | Enter Freephone |
| Website | No | Enter Website |
| Supplier Description | No | Enter Supplier description |
| Margin type | No | Net, Gross, Net Gross |
| Default markup | No | 0, 25, 12.5 etc |
| Currency | No | Enter Currency code. Only currencies enabled for the Org can be used for import. |
| due_date_days | No | Enter Due date days based on the Due date method selected below. |
| due_date_method | No | "days before service date", "days after service date", "day of month", "day of next month", "on confirmation" |
| CancellationPolicy | No | Enter Cancellation policy |
| payment_details | No | Enter Payment_details |
| Product | Yes | Enter Product name |
| ProductType | Yes | Accommodation, Activity, Bicycle, Charter, Cycling tour, Fishing, Golf, Guide, Meal, Museum, Scenic flight, Ski, Sporting event, Tour, Walking tour, Wildlife watching, Coach Charter, Cruise, Ferry, Flight, Helicopter, Motorhome, Rental Car, Taxi, Train, Transfer, Credit card Fee, Extra, Fee, Insurance |
| Product code | No | Enter Product code |
| Product Description | No | Enter Product description |
| Product tags | No | comma separated for multiple tags. Example: acacia cliffs lodge ,acacia, acacia bay ,taupo,"central north island","north island","boutique lodge" |
| Product start time | No | hh:mm:ss format. Only hh and mm will be imported |
| Product end time | No | hh:mm:ss format. Only hh and mm will be imported |
| Product amenities | No | comma separated for multiple amenities. Example: Dressing gown, Free wifi |
| Product inclusions | No | comma separated for multiple incluosions. Example: Breakfast,"Pre-dinner drinks and canapes" |
| Product Check-in Time | No | hh:mm:ss format. Only hh and mm will be imported |
| Product checkin_instructions | No | Enter Product checkin_instructions |
| Calculate rates by 24 hours | No | TRUE, FALSE |
| Use first day rate | No | TRUE, FALSE |
| Auto Create Options | No | TRUE, FALSE |
| Option name | Yes | Enter Option name |
| Option code | No | Enter Option code |
Validation Errors
Below is a list of known validation scenarios. If a row fails validation during Supplier CSV import, an error message will display.
Note: A row may contain multiple issues; however, only the first validation error encountered will be displayed.
Note: A row may contain multiple issues; however, only the first validation error encountered will be displayed.
Supplier-Level Validation Errors
- Duplicate Supplier + Product + Option name
- Supplier name with different contact details
- Supplier name missing
- Supplier type missing or invalid
- Price range invalid
- Industry rating invalid
- Latitude invalid
- Longitude invalid
- Must have both latitude and longitude or neither
- Booking email invalid
- Website invalid
- Margin type invalid
- Default markup/commission invalid
- Currency invalid
- Currency valid but not in the list of organisation currencies
- Payment calculation method invalid
- Payment calculation number of days invalid
Product-Level Validation Errors
- Product name missing
- Product type missing or invalid
- Product tags containing an empty value
- Product start time invalid
- Product end time invalid
- Product check-in time invalid
- Product being an accommodation but having a check-in time set
- Product amenities containing an empty value
- Product inclusions containing an empty value
- Product “24 hour rates” invalid
- Product “First day rates” invalid
- “Auto create options” invalid
- “Auto create options” set to “true” but option name/code not empty
Option-Level Validation Errors
- Option name missing
--
If you need help, please contact our Support team via email (support@tourwriter.com) or live chat.