How to import supplier data

You can import new suppliers and update existing ones. It saves you time if you have to create or update many suppliers. Below we will guide you through our supplier import.

If you want to update existing suppliers in the system, we recommend that you first export all the relevant data. That way, you have a backup should problems arise with the import.

If you have an excel file with data on your suppliers that you want to import you can use this if it contains the mandatory columns - these will be specified below in the guide. However, we recommend that you use our example file, which shows how a correctly arranged import file should look.

The most important thing is the format imported is of the type .CSV (CSV UTF-8 (comma separated))

Before you begin, the following must be created in Rackbeat:

Import of suppliers:

  1. Select "Purchasing" in the top bar
  2. Click on "Supplier" in the menu
  3. Click "Import" in the upper right corner
  4. You now have the option to download a sample file - which we recommend, to ensure that you include the correct data in the import. It is important that you save your file as a .csv file with utf-8 encoding before loading.

    If you use the sample file, it will automatically map the matching columns. Otherwise, you map the columns in the field by simply pressing the headings to that field. If you want to remove a field, press “X”

The data to be imported must meet the following criteria:

  • Mandatory information is as follows: Supplier number, supplier name, supplier group, VAT zone, layout, payment terms and language.
  • The supplier number must not exceed 9 characters.
  • The supplier name must not exceed 255 characters.

    See explanation of the columns below: Mandatory fields are marked in bold.



    Supplier nr.

    Supplier number. Maximum 9 characters.


    Supplier name Maximum 255 characters.


    Supplier's group. The group number, not name, must be entered in this column.


    The supplier's 1st address.


    The supplier's 2nd address.

    Zip code


    The supplier's Zip code.


    Supplier's city.


    Supplier's country.

    Vat Zone


    The supplier's VAT zone. The following can be specified in the import sheet: 
    Domestic: 1, domestic, 
    EU: 2, EU, Europe
    Overseas /Abroad: 3, abroad, overseas
    Domestic (excluding VAT)): 4, domestic_exempt, domestic (exempt)

    Payment terms

    Here, the supplier's payment terms are selected. Must be created in advance. Payment terms number, not name, must be entered in this column.


    The supplier's VAT number.


    The supplier's mail address.


    The supplier's phone number.


    The supplier's primary currency. Must be entered with a currency code of 3 characters e.g. Danish kr. (DKK) euro (EUR) etc. You can see the currency code under the currency tab in the company settings. Here you can also add all the currencies that the company uses. 


    Supplier’s language. New languages ​​can be added under the language tab in the company settings.


    Supplier layout. Must be created in advance. See, how here.

    Custom fields

    If you have created custom fields on the supplier , these can be created here. Each field must be specified with the field ID. If a field has ID 1, the column must be matched with ‘field 1’ etc. See more about custom fields and where to find their ID. here.

    Primary reasons why the import file cannot be uploaded to Rackbeat:

    • Empty cells in mandatory columns.
    • An entered language that does not already exist in Rackbeat
    • An entered layout that does not already exist in Rackbeat
    • Entered payment terms does not already exist in Rackbeat
    • An entered customer group that does not already exist in Rackbeat / an entered group is written using a name instead of a number.
    • The supplier's number is more than 9 characters.
    • Supplier name is more than 255 characters.
    • Currency is not written with the correct three-digit code.

    Updating existing suppliers:

    It is also possible to update existing suppliers via our import function. If desired, check 'update existing'. Then the columns containing the data to be updated are mapped.