Vendor imports

Vendor imports let you create or update many vendors at once by uploading a filled-in Excel template — the faster way to migrate a vendor list from your old system or roll out a bulk change, instead of clicking Add vendor one row at a time!

In the POS mode, open the Vendors tab in the left sidebar — the importer lives in the top-right action cluster.

Finding the importer

From the Vendors list, click Import vendors in the top-right action cluster (next to Add vendor). The Upload vendors modal opens.

The modal has three controls:

• Upload a file drop zone — click to open a file picker, or drag the filled-in template in.

• Download template file link (bottom-left) — downloads the blank Excel template.

• Cancel — closes the modal without importing.

Downloading the template

Click Download template file at the bottom-left of the modal. An Excel file downloads with a header row and no data rows — fill it in locally, save, and come back to upload.

The template has hover-tip comments on most header cells — hover a column in Excel to see what it expects, the required/optional flag, and an example value.

What the columns mean

The template has 23 columns. Most are obvious; the ones worth calling out are at the top and the trio of integration-related flags near the right.

Column	What it does	Required?
Token	Rundoo's internal identifier for the vendor. Leave blank when creating a new vendor. If the row is an update to an existing vendor, the Token is what pairs the row to that record — so don't edit or clear it.	Only on updates
Name	Vendor name as it appears on POs and in the list. Must be unique across your vendor list.	Yes
Pay To	The name your accounting system writes checks to. Often the same as Name, but it can differ — e.g. Benjamin Moore vs Benjamin Moore & Co., Inc.	Optional
Orders Email	Where Rundoo emails POs when you send them from the app. Needed if you plan to send orders directly; leave blank for walk-up vendors you only pay.	Optional
Phone	Primary phone for the account.	Optional
Notes	Free-text internal notes, visible to staff only.	Optional
Address Line 1, Address Line 2, Address City, Address Zip, Address State	Mailing address fields. Fill in what you have — partial addresses are fine.	Optional
Address Country	Leave this blank. Rundoo ignores any value you enter here — country is managed by Rundoo, not the importer.	No (leave blank)
Active	Whether the vendor is usable for new orders. Yes = active, No = deactivated. If you leave it blank, Rundoo auto-fills No.	Optional
Enable PDF Attachments, Enable Excel Attachments	Match the two toggles in the vendor's Ordering section — whether PDF and/or XLSX attachments go out with emailed POs. Yes / No.	Optional
Account Number: 1, Account Number: B, Account Number: C, Account Number: E, Account Number: H, Account Number: NY, Account Number: R, Account Number: TPA	Per-location account numbers with this vendor — one column per location code in your company. Fill only the ones you use.	Optional

Uploading the file

Back in the Upload vendors modal, click Upload a file (or drag the filled-in .xlsx onto the drop zone). Rundoo processes the file and applies the changes.

Create vs update

The importer decides per-row whether to create a new vendor or update an existing one by looking at the Token column:

• Create — rows where Token is blank. Rundoo generates a new token, creates the vendor using the rest of the row's fields, and the Name must not collide with an existing vendor.

• Update — rows where Token is populated. Rundoo finds the vendor with that token and overwrites its fields with whatever you put in the row's other columns. Any field you leave blank is treated as "set this to empty" — so if you only want to change one field on an existing vendor, still fill in the other fields with their current values.

The common update workflow: download your existing vendor list as an Excel export (the Download spreadsheet button at the bottom-right of the Vendors list), edit the rows you need to change, and upload the same file as the import template — the tokens are already in place from the export, so every row updates rather than creates.

Reviewing validation errors

Validation happens in two layers:

1. Client-side — the modal rejects non-.xlsx files immediately with an inline red banner. The file never reaches the server.

2. Server-side — after a valid .xlsx uploads, Rundoo parses each row. Rows with problems (duplicate Name, missing required field, malformed email) are reported back; good rows commit. Expect a summary of what was accepted versus what needs fixing — correct the offending rows in Excel and re-upload the file.

Recommended Rundocs

• Vendors — creating, editing, and deactivating vendors one at a time.

• Product imports — the analogous bulk-upload flow for products.

• Customer imports — bulk-uploading your customer list.