See this guide on how to manually create Suppliers:
How to create Suppliers
Guide to general import setup in Rackbeat:
Import in Rackbeat
Table of Contents
We always recommend using the sample file.
Go to: Purchases → Suppliers → Import / Export → Import → Sample file
Creating new Suppliers
How to create or update your Suppliers via import:
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Click the “Purchases” tab → “Suppliers”.
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Click “Import / Export” and select “Import”.
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Click “Select file”.
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Choose the CSV file to upload from your computer. Click “Open” and then “Upload file”.
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Before uploading, you need to match the columns in the pop-up with the columns in your CSV file. See [this guide] for instructions.
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Finish by clicking “Import”, and your Suppliers will be uploaded.
To create new Suppliers via import, the following fields are mandatory:
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SupplierNo: Enter the supplier’s unique number.
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Name: The supplier’s name.
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Group: The number of the supplier group the supplier belongs to.
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VAT Zone: Indicate the VAT zone. 1 (Domestic), 2 (EU), 3 (Abroad), 4 (Domestic, without VAT).
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Payment Terms: Enter the number of the payment terms to be used for the supplier.
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Currency: Enter the currency using the code (DKK, EUR, USD, etc.). See the codes under Company Settings – Currency.
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Language: Enter the supplier’s language using a language code, e.g., DA or EN.
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Layout: Enter the layout number you want to use for the supplier.
These fields can be updated via import:
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Address1: The supplier’s address.
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Address2: Second address line.
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Postal Code: Postal code of the supplier.
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City: Supplier’s city.
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Country: Supplier’s country.
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VAT No.: Supplier’s VAT number.
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Email: Supplier’s email address.
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Phone: Supplier’s phone number.
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Delivery Terms: Enter the delivery terms number (can be found under Settings → Delivery Terms).
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Blocked: Specify if the supplier is blocked. Enter “1” for blocked, leave empty or “0” for active.
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Payment Type: Choose between:
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+71
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+73
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+04
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Bank Transfer
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IBAN
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Entry Only
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+75
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Payment Information: Enter details related to the selected payment type. For example, with “+75”, you must enter your 16-digit FI number.
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Bank Account: Supplier’s bank account number.
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Markup: Supplier’s cost price markup percentage.
When the file is ready, save it as CSV UTF-8 and upload it to Rackbeat.
If you used the headers above, the columns will be mapped automatically before import.
Updating existing Suppliers
To update existing suppliers via import, check “Update existing” after uploading the file.
The file must include the SupplierNo column along with the column(s) you want to update.
Example: To update Layout for suppliers, include:
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SupplierNo
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Layout
Supplier-specific prices and product numbers
If suppliers have unique prices or you want to specify their own product numbers, you can import these as well.
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Click “Purchases”.
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Click “Suppliers”.
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Open any supplier (the file defines which supplier is updated).
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Go to the “Products” tab in the supplier master data.
Columns required for product data import:
Mandatory marked with *
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SupplierNo: Supplier’s unique number.
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ProductNo: The product number the line applies to.
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AlternativeNo: Supplier’s product number (if different from yours).
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Cost Price: Expected purchase price.
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Discount: Specific discount rate from supplier.
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Active: Enter “1” if product is active.
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Min. Order Qty: Minimum order quantity for the product.
Save as CSV UTF-8 and upload to Rackbeat.
Notes
You can import internal notes to suppliers.
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Go to Purchases → Suppliers.
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Open any supplier.
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Go to the “Notes” tab.
Columns required:
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SupplierNo: Supplier’s unique number.
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Note: The note text to be imported.
Contacts
You can import supplier contacts, used as “their reference.”
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Go to Purchases → Suppliers.
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Open any supplier.
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Go to the “Contacts” tab.
*Columns required (mandatory marked with ):
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*SupplierNo: Supplier’s unique number.
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*ContactNo: Contact person’s unique number (if not given, Rackbeat generates one).
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Name: Contact person’s name.
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Email: Contact person’s email.
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Phone: Contact person’s phone.
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Job: Contact person’s role.
Addresses
You can import different billing addresses for suppliers, which can later be selected when creating orders/invoices.
This is useful if a supplier uses one account but invoices are sent to different departments.
*Columns required for address import (mandatory marked with *):
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*SupplierNo: Supplier’s unique number.
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*Type: Address type (any/billing/delivery).
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Name: Name of the billing address.
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Address1: Street address.
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Address2: Additional address line.
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Postal Code: Postal code.
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City: Supplier’s city.
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Country: Supplier’s country.
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Phone: Phone number.
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Email: Billing email address.