Upload suppliers via CSV | Yokoy Help Center

🌐 Web | 👤 Invoice processor with Supplier data permissions

Yokoy differentiates between:

Organization suppliers: Vendors that belong to ALL legal entities
Company suppliers: Vendors that belong to a specific legal entity

You can’t view organization suppliers in Yokoy, but you can consult these vendors via the Yokoy API. Depending on your organization setup, you may have to import suppliers as organization suppliers and company suppliers, or only as company suppliers.

For example, for organizations with multiple legal entities, you need to import suppliers first on an organization level and then individually for each legal entity.

If you have set up a single-entity organization, then you only need to import the suppliers once.

Supplier import file

The format for the supplier import file for organization suppliers and for company suppliers is similar. However, some fields may vary. You can download an example of each file from the Import suppliers dialog window. You can also import suppliers automatically via SFTP server.

Yokoy supports CSV files with UTF-8, UTF-16, and ISO/IEC 8859-1:1998 (Latin1) encoding.

💡 Tip

The more supplier master data you import in Yokoy, the better supplier matching is. Supplier recognition (and hence, accurate invoice-supplier matching) is highly dependent on the quality of the supplier data imported.

Fewer manual adaptations are required before submitting an invoice report if more supplier data is available. It is recommended that you provide Tax numbers, Bank account, and the Address fields as they represent effective matching attributes for Yokoy and reduce manual work for invoice processing.

Supplier data import fields

Column	Required	Description
`bankAccount`	Optional	Bank account number of the supplier. Highly recommended as this helps Yokoy to identify the supplier on the invoice. Multiple values are possible
`bankCountry`	Optional	Country of the supplier's bank
`bankExternalId`	Optional	Unique identifier of the bank. Not exposed in the app/frontend
`bankKey`	Optional	Branch code, which is present in some countries.
`bankNumber`	Optional	Also called bank code. Another identifier of the bank used predominantly in Anglosaxon countries.
`city`	Optional	City as part of the supplier's address
`codingType`	Optional	Indicates the default coding type for this supplier. If no value is provided, the default value for the company is used.
`contactEmail`	Optional	Email address from the supplier's contact person
`contactFirstName`	Optional	First name of the supplier's contact person
`contactFunction`	Optional	Job title/job function of the supplier's contact person. Example: Account Manager
`contactLastName`	Optional	Last name of the supplier's contact person
`contactPhone`	Optional	Phone number of the supplier's contact person
`countryCode`	Optional	ISO code of the country where the supplier is located
`defaultApprover`	Optional	Email address of the default approver for this supplier
`externalId`	Required	ERP code of the supplier
`iban`	Optional	IBAN account of the client
`isPurchaseOrderSupplier`	Optional	Indicates if the supplier requires a purchase order for each invoice. If no value is provided, the default value for the company is used.
`name`	Required	Name of the supplier
`paymentTermCode`	Optional	Payment term code of the supplier (if defined in the ERP)
`paymentTermDiscount`	Optional	% of discount the client can get from the supplier if the invoice is paid within a number of days defined in the field paymentTermDiscountDays
`paymentTermDiscountDays`	Optional	Number of days within which client needs to pay the supplier in order to get cash discount
`paymentTermNetDays`	Optional	Net days as defined per payment term
`preferInvoiceSimplifiedLineItems`	Optional	Indicates whether line items should always be summarized for this supplier. If no value is provided, the default value for the company is used.
`secondaryName`	Optional	Secondary name of the supplier
`shortName`	Optional	Short name of the supplier
`statusActive`	Required	Status of the supplier in Yokoy: • 1 = active, for new suppliers or to update existing suppliers • 2 = inactive • 0 = draft
`street`	Optional	Street name as part of the supplier's address
`swiftCode`	Optional	Swift/BIC code of the client's bank
`taxNumber`		DEPRECATED: this field is no longer in use and will not be accepted.
`taxNumbers`	Optional	VAT number(s) (UID-register) of the supplier. Highly recommended as this helps Yokoy to identify the supplier on the invoice.
`triggerAutoMatchWithoutPO`	Optional	Trigger auto-match without purchase order number data. For PO suppliers (i.e. suppliers with invoices that must always have an associated PO), if set as true, Yokoy tries to match the invoice to a purchase order if no purchase order data is provided. If no value is provided, the default value for the company is used
`url`	Optional	Website link of the supplier
`zipCode`	Optional	Post code as part of the supplier's address

Importing suppliers in multi-entity organizations

If you are managing invoices for multiple legal entities, then you can see two file upload buttons: Suppliers (organization) and Suppliers (company).

To manually upload supplier data, you need to:

upload all suppliers to the whole organization
activate the suppliers for your company

Large companies usually have single database with all suppliers for the whole organization, but in Yokoy, you may want to only activate certain suppliers for certain legal entities.

Upload organization suppliers

To manually upload supplier data, import the file with the Import suppliers (Organization) button.

Select Yokoy Standard Import file as document format. You can view an example of the format by clicking Example.

For more information on the fields in the CSV file, see Supplier data import fields.

🚧 Warning

To effectively import the supplier, you need to set the supplier status to be active in your CSV file. If the status is 0, Yokoy ignores the supplier and imports it as inactive.

Select your CSV file, click Start import, and wait. When the import is done, you see a summary of the suppliers that have been created in Yokoy.

✏️ Note

Importing suppliers may take some time, depending on the number of suppliers to import. If you see that the importer fails or it is stuck, refresh the page and try again to trigger the import.

The import file can support up to 2,000 items per upload. If you want to import more than 2,000 suppliers, split your import file.

💡 Tip - Update or add suppliers to existing supplier master data
If you need to add a new supplier in your supplier master data, you need to create a new row in the supplier CSV file with new information and new data. Then import as usual.

Activate the suppliers for the company

Once you’ve uploaded the supplier data to the whole organization (using Suppliers (organization)), you need to activate the relevant suppliers for a specific legal entity by clicking Suppliers (company).

A new window opens where you can download an example Yokoy import file. This other CSV file allows you to add any supplier-specific details such as payment terms.

This Yokoy import file contains these fields:

Column	Field type	Description
`paymentTermName`	optional	Payment term name of the supplier (if defined in the ERP)
`paymentTermCode`	optional	Payment term code of the supplier (if defined in the ERP)
`customerNumber`	optional	Client number at vendor’s side (i.e., account number, customer id, etc.)
`defaultCostCenter`	optional	Default cost center, ERP code
`defaultCategory`	optional	Default category, Yokoy ID (Admin Menu, categories)
`defaultApprover`	optional	Default approver of all invoices for this supplier, email address stored in Yokoy
`supplierExternalId`	mandatory	ERP code of the supplier
`statusActive`	mandatory	Status of the supplier in Yokoy: 1 = active, for new suppliers or to update existing suppliers 2 = inactive, deactivate a supplier Make sure there are no open invoices in Yokoy with this supplier if you deactivate it.

Please make sure to fill out at least the two mandatory fields, Supplier External ID and Status Active to activate the suppliers for a specific legal entity.

When you created the supplier record in the supplier organisation CSV file, you assigned a certain ERP code to the record (externalId). Make sure you indicate the same supplier ERP code for the importer to work properly.

As before, the status should be 1 for the importer to properly work. If you set it to 0, Yokoy sets these suppliers as inactive and does not display them.

If applicable, also fill out the other fields. After uploading this file, a confirmation message in Yokoy shows the number of suppliers created successfully.

Importing suppliers in single-entity organization

If you are managing invoices for only one legal entity, then you can only see one file upload button Upload suppliers.

To manually upload supplier data, click Suppliers. In the Import suppliers dialog window, select Standard Yokoy supplier import under Document format. Click Example to download the import file.

Fill in the file with the supplier data as appropriate.

🚧 Warning
Make sure to fill out at least the three mandatory fields: External ID, Name, and Status Active.

After uploading this file, a confirmation message in Yokoy shows the number of suppliers created successfully. You can download a log file that helps to troubleshoot any issues.