Payhawk enables you to manually import your existing suppliers by using the Excel template file and, similarly, allows you to export your existing supplier database from Payhawk.
You won't be able to manually import suppliers if you have an active ERP integration with Payhawk.
Specifics
When manually populating your suppliers in Payhawk, the system will update the existing supplier database (if any) by matching the supplier names, tax numbers, and external IDs:
If a match of these fields is found between the existing suppliers and the imported ones, Payhawk will update the existing suppliers.
If no match is found for an existing supplier, Payhawk will delete that existing supplier.
If no match is found for existing data in a file row, Payhawk will create a new supplier for that row.
The Excel template
The template file in Excel for performing a manual import of suppliers to Payhawk contains the Suppliers and Additional fields sub-sheets, and also provides brief instructions on the required supplier import fields to facilitate the process:
Suppliers - The sub-sheet allows you to import multiple suppliers at once. Here you can specify the supplier contact and bank details, tax number, and more supplier details.
Additional fields - The sub-sheet allows you to specify the names and possible values for the additional (custom) supplier fields, for example, Project name, External reference, or Discount code. If you specify possible values for an additional field, the field will be treated as a value list. If not, the field will be treated as a free text field.
You cannot specify expense categorization fields in the import template file.
Importing suppliers with the Excel template
To import your suppliers to Payhawk with the template Excel file:
Log in to the Payhawk web portal.
Go to Dashboard > Suppliers.
Click on the three dots menu and select the Import suppliers option.
On the next screen, click on the the template file link to download the template file locally.
Fill in the necessary data for the supplier import in the file.
Go back to Payhawk and upload the file with your supplier data. Click on Continue.
On the next screen, a summary of the uploaded data will be displayed. Confirm the import in the system and click on Import.
Note that if required supplier data is missing or incorrect, for example, duplicated supplier names, tax numbers, or external IDs, Payhawk will display a warning message.
When the import is finished, the screen will display a summary of what the import achieved and the current state of the Suppliers app will be displayed. Click on Done.
Exporting suppliers in Excel
You can also manually export your suppliers:
Go to Dashboard > Suppliers.
Click on the three dots menu and select the Export suppliers option. As a result, an Excel file will be generated and automatically downloaded locally on your machine.
