Supplier Import via CSV – Field Requirements & Validation Guide

Supplier Import via CSV – Field Requirements & Validation Guide

Overview

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:
  1. Supplier-level fields
  2. Product-level fields
  3. 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

  1. This import is designed for creating new Suppliers in the system.
  2. It is not intended for merging or updating existing Suppliers.
  3. It is primarily used during customer onboarding to bulk create Supplier, Product, and Option records.
  4. It is not designed for annual rate updates or pricing changes.
  5. For rate updates, please refer to the Rate Import guide instead. 
  6. 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
Email 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.

Supplier-Level Validation Errors

  1. Duplicate Supplier + Product + Option name
  2. Supplier name with different contact details
  3. Supplier name missing
  4. Supplier type missing or invalid
  5. Price range invalid
  6. Industry rating invalid
  7. Latitude invalid
  8. Longitude invalid
  9. Must have both latitude and longitude or neither
  10. Booking email invalid
  11. Website invalid
  12. Margin type invalid
  13. Default markup/commission invalid
  14. Currency invalid
  15. Currency valid but not in the list of organisation currencies
  16. Payment calculation method invalid
  17. Payment calculation number of days invalid

Product-Level Validation Errors

  1. Product name missing
  2. Product type missing or invalid
  3. Product tags containing an empty value
  4. Product start time invalid
  5. Product end time invalid
  6. Product check-in time invalid
  7. Product being an accommodation but having a check-in time set
  8. Product amenities containing an empty value
  9. Product inclusions containing an empty value
  10. Product “24 hour rates” invalid
  11. Product “First day rates” invalid
  12. “Auto create options” invalid
  13. “Auto create options” set to “true” but option name/code not empty

Option-Level Validation Errors

  1. Option name missing

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