Importing Vendors on the Vendor Profile Page

We use vendor profiles to help create Purchase Orders. If a product is not assigned to a vendor then that product cannot be added to a Purchase Order. In this article, we will walk through how to add new vendors to your inventory via the MyTime spreadsheet.

Things to know:

• If you wish to edit your external IDs for your vendors and vendor SKUs, you can. However, this is controlled by a hidden setting that only the MyTime team can enable. To enable the hidden setting, please contact our Support Team at support@mytime.com. 
• Inventory Manifest file should not be edited. This file is used internally by MyTime.
• Inventory Vendor CSV file should be completed first then Inventory Vendors SKU CSV file.
• Do not delete or rearrange any of the columns on the spreadsheet.
• When exporting vendors, the CSV file will only include current vendors. Deleted vendors will not be included in the export.

To get started:

1. Gather all information about your current inventory vendors together in one place

2. Navigate to POS > Inventory

3. Select Vendor Profiles on the left panel  

Once the page loads, click on the 'Export' link to download the zip file

4. Open the zip file and update the necessary information in the CSV files

5. An explanation of how to add or modify each row is below

INVENTORY VENDORS CSV FILE

Adding New Vendors

• vendor_id - This field is required. This is the external ID of the vendor.
• mytime_vendor_id - The internal MyTime ID of the vendor. This field is provided and
  used only by MyTime for existing vendors. Please ignore.
• name - This field is required. Enter the name of the vendor
• phone_number - This field is optional. The phone number of the vendor
• fax_number - This field is optional. The fax number of the vendor
• email - This field is optional. The email address of the vendor
• street_address - This field is optional. The street address of the vendor
• street_address_2 - This field is optional. The second street address line of the vendor
• city - This field is optional. The city of the vendor’s address
• state - This field is optional. The state of the vendor's address
• country - This field is optional. Two-letter country code e.g. US
• zip - This field is optional. The zip code of the vendor's address
• deleted- This field is optional. Indicates if the vendor was deleted. If left blank, it defaults to 0.
  • Enter 1, if a vendor should be deleted (soft delete)
  • Enter 0, if a vendor should not be deleted
  • If a row for an existing vendor is deleted, then no change will be made to that vendor in MyTime

Modifying Existing Vendors

• vendor_id - This is the external ID of the vendor. If importing a new vendor, this is
  mandatory.
• mytime_vendor_id - The internal MyTime ID of the vendor. This field is provided and
  used only by MyTime.
• name - This field is required. Enter the name of the vendor
• phone_number - This field is optional. The phone number of the vendor
• fax_number - This field is optional. The fax number of the vendor
• email - This field is optional. The email address of the vendor
• street_address - This field is optional. The street address of the vendor\
• street_address_2 - This field is optional. The second street address line of the vendor
• city - This field is optional. The city of the vendor’s address
• state - This field is optional. The state of the vendor's address
• country - This field is optional. Two-letter country code e.g. US
• zip - This field is optional. The zip code of the vendor's address
• deleted - This field is optional. Indicates if the vendor was deleted. If left blank, it
  defaults to 0.
  • Enter 1, if a vendor should be deleted (soft delete)
  • Enter 0, if a vendor should not be deleted
  • If a row for an existing vendor is deleted, then no change will be made to that
    vendor in MyTime.

INVENTORY VENDORS SKU CSV FILE

Adding New Vendor SKUs

• vendor_sku_id - This field is required. This is the external ID of the vendor SKU.
• mytime_vendor_sku_id - This is the internal MyTime ID of the vendor SKU. It can be
  used to update a vendor SKU already in the system. This field is provided and used only
  by MyTime. If both mytime_vendor_sku_id and vendor_sku_id are provided, the
  importer first matches by vendor_sku_id. If it can't find anything, then it matches by
  mytime_vendor_sku_id.
• vendor_id - This field is required. This is the external ID of the vendor. If both
  mytime_vendor_id and vendor_id are provided, the importer first matches by vendor_id.
  If it can't find anything, then it matches by mytime_vendor_id.
• mytime_vendor_id - This is the internal MyTime ID of the vendor. It can be used to
  update a vendor already in the system. This field is provided and used only by MyTime.
  If both mytime_vendor_id and vendor_id are provided, the importer first matches by
  vendor_id. If it can't find anything, then it matches by mytime_vendor_id.
• sku_name - This field is required. The full name of the SKU.
• sku_id - This field is required. This is the external ID of the SKU. This is only visible if the hidden setting is enabled
• sku_number - This field is required. This is the same as the external ID of the SKU. This is only visible if the hidden setting is enabled
• vendor_code - This field is optional. This is the product number this specific vendor
  assigned to the SKU if different from the manufacturer SKU number.
• cost - This field is required. How much does it cost your business to buy this product
  from the vendor?
• min_order_quantity - This field is optional. The minimum order quantity the SKU must
  be ordered in when replenishing stock. If no value is entered, it defaults to 0.
• discontinued - This field is optional. Is the product available for Purchase Order?
  (TRUE or FALSE)
• deleted - This field is optional. Indicates if the vendor SKU was removed from the
  vendor.
  • If the vendor SKU should be deleted - 1
  • If the vendor SKU should not be deleted - 0

Modifying Existing Vendor SKU

• vendor_sku_id - This field is required. This is the external ID of the vendor SKU.
• mytime_vendor_sku_id - This is the internal MyTime ID of the vendor SKU. It can be
  used to update a vendor SKU already in the system. This field is provided and used only
  by MyTime. If both mytime_vendor_sku_id and vendor_sku_id are provided, the
  importer first matches by vendor_sku_id. If it can't find anything, then it matches by
  mytime_vendor_sku_id.
• vendor_id - This is the external ID of the vendor. If both mytime_vendor_id and
  vendor_id are provided, the importer first matches by vendor_id. If it can't find anything,
  then it matches by mytime_vendor_id.
• mytime_vendor_id - This is the internal MyTime ID of the vendor. It can be used to
  update a vendor already in the system. This field is provided and used only by MyTime.
  If both mytime_vendor_id and vendor_id are provided, the importer first matches by
  vendor_id. If it can't find anything, then it matches by mytime_vendor_id.
• sku_name - This field is required. The full name of the SKU.
• sku_id - This field is required. This is the external ID of the SKU. This is only visible if the hidden setting is enabled
• sku_number - This field is required. This is the same as the external ID of the SKU. This is only visible if the hidden setting is enabled
• vendor_code - This field is optional. This is the product number this specific vendor
  assigned to the SKU if different from the manufacturer SKU number.
• cost - This field is required. How much does it cost your business to buy this product
  from the vendor?
• min_order_quantity - This field is optional. The minimum order quantity the SKU must
  be ordered in when replenishing stock. If no value is entered, it defaults to 0.
• discontinued- Is the product available for Purchase Order?
  • Enter true, if the SKU can be added to a purchase order
  • Enter false, if the SKU cannot be added to a purchase order
• deleted - This field is optional. Indicates if the vendor SKU was removed from the
  vendor.
  • Enter 1, If the vendor SKU should be deleted
  • Enter 0, if the vendor SKU should not be deleted

6. Once the files are updated, zip the files (3 in total - inventory manifest, inventory

vendor, and inventory vendor SKU)

7. On the All Vendors page, click on 'Import'

8. The screen below will appear, select ‘Upload File Here’

9. Select the Upload button                                                                                                                                                

Your vendors are now added and will appear in your Vendor Profile section of MyTime.

If you have any questions about adding products to the Inventory, contact our Support Team at support@mytime.com. 

Related Articles:

• Adding Vendors while Importing Products
• Adding Vendors using the Shipment Button on the Inventory Page
• Adding Vendors Manually on the Vendor Profile Page