Importing Supplier Data Using the VNDR

The VNDR_IMPORT process loads supplier data from a flat file to the PeopleSoft supplier tables and performs record-level edits on that data. For the process to succeed, you must first map your supplier data to the PeopleSoft supplier table structure. The flat file must be the same structure as that defined in the supplier data structure, and each table in the data structure should have a flat file.

Field mappings are one of three categories:

Field values (such as the Supplier Name field) that map directly from a legacy system to the PeopleSoft system.
Field values that must be translated from a legacy value to a valid PeopleSoft value.
PeopleSoft fields that do not appear in the legacy system.
You must assign a value to these fields during conversion.

Use the data structure provided in these topics to translate or assign field values and to prepare data for the VNDR_IMPORT process.

Before you import supplier data using the VNDR_IMPORT process, prepare the PeopleSoft system by performing these tasks:

Set up core control tables.

The PeopleSoft system provides a number of control tables that affect supplier processing. You should set up these core tables before converting suppliers. When you convert data, the values that you use for fields should match the values in these tables. These tables include the Currency Codes table, the Currency Rate Types table, the Sales/Use Tax Codes table, and, if you use value-added tax (VAT), the VAT control tables.
Establish supplier set controls.
Supplier set controls establish rules that apply to every supplier in a SetID. You can modify these rules on the Supplier Set Controls page.
(Optional) Set up Dun & Bradstreet numbers.
If you plan to import Dun & Bradstreet numbers into the VENDOR_ID_NBRS or VNDR_LOC_ID_NBR tables, you must set up the Dun & Bradstreet numbers beforehand.
(Optional) Define VAT information.

If you import VAT registration data into the VNDR_VAT_RGSTRN table, you must also set up the supplier VAT countries beforehand.
Review supplier source information.
Before converting the supplier information:
1. Clean up supplier data.
  
  Some of the data that you attempt to convert may not be clean. This can happen because of code changes in the legacy system or bugs that enable bad data to enter the system. If you convert this data without first cleaning it up, you can introduce bad data into PeopleSoft applications.
2. Remove duplicate suppliers.
  
  Sometimes suppliers are entered into a system more than once. Search for duplicates and remove them.
3. Do not convert suppliers that are no longer active.
  In many purchasing and payables systems, you accumulate information for suppliers that are no longer active. Conversion to a new system enables you to clean up supplier information and include only active suppliers.

Note: Depending on the PeopleSoft products that you have licensed, that is, PeopleSoft Payables, Purchasing, or Asset Management, and the functionality that you require, you may not need to populate all of these records.

Table	Description	Required for PeopleSoft Payables	Required for PeopleSoft Purchasing	Required for PeopleSoft Asset Management
VENDOR	Base.	Yes	Yes	Yes
VENDOR_ADDR	Address.	Yes	Yes	Yes
VENDOR_LOC	Locations.	Yes	Yes	Yes
VENDOR_PAY	Payment processing specifications.	Yes	No	No
VNDR_ADDR_SCROL	Index to address table.	Yes	Yes	Yes
VNDR_CNTCT_SCR	Index to contact table.	Yes	Yes	Yes
VNDR_LOC_SCROL	Index to location table.	Yes	Yes	Yes
VENDOR_ID_NBRS	Additional ID numbers (Dun & Bradstreet numbers).	No	Yes	Yes
VENDOR_ADDR_PHN	Phone numbers.	No	Yes	Yes
VENDOR_CNTCT	Contacts.	No Required if you have contact information specific to accounts payable.	Yes	Yes
VENDOR_CONVER	Conversations.	No	Yes	Yes
VENDOR_INVOICE	Invoice processing specifications.	Yes	Yes	No
VENDOR_TYPE	Type codes.	No	Yes	Yes
VNDR_BANK_ACCT	Electronic payment information.	No	No	No
VNDR_CNTCT_PHN	Contact phone numbers.	No	Yes	Yes
VNDR_IND_CLASS	Standard industrial classification (SIC) codes.	No	Yes	Yes
VNDR_LOC_ID_NBR	Additional ID numbers associated with location.	No	Yes	Yes
VNDR_URL	Internet address.	No	Yes	Yes
VNDR_VAT_RGSTRN	VAT information.	No	Yes	No
VENDOR_WTHD	Withholding data.	Yes for withholding applicable suppliers only	No	No
VENDOR_WTHD_JUR	Withholding type.	Yes for withholding applicable suppliers only	No	No

The data structure lists the fields that are relevant to the conversion of supplier data. The fields are listed by control table. You can use the record definitions viewable in PeopleSoft Application Designer to determine field attributes such as:

Data type
Length
Required or not
List of translate value

Importing Supplier Data Using the VNDR_IMPORT Process

Understanding the VNDR_IMPORT Application Engine Process

Prerequisites

Mapping Supplier Data to the PeopleSoft Supplier Tables

Reviewing the Supplier Data Structure