Import Transactions via File Upload

  • Updated

Use the file upload method when you need to report a large number of transactions or already have your transaction data available in a spreadsheet. This guide covers how to prepare your file, upload it, and submit your report.

Prerequisites

  • You must be a Supplier.
  • A report must be active and open for the specific list and reporting period.
  • You need Microsoft Excel or a similar program to edit a CSV file.

Steps

A. Prepare the File

  1. From the active report screen, select the File Upload tab.

     
  2. Download the pre-formatted template in CSV file format. 
  3. Simultaneously, download the RFx data so you can link transactions to the corresponding RFx.

     
  4. Open the downloaded template in Excel and use the example data as a guide for data entry.
    • The Buyer and Amount columns are mandatory.
    • For best results, the name of the Buyer should be an exact match to how the buying organisation is listed in the system (you can refer to the list of Buyers in the Manual Entry mode).
       
  5. Use the downloaded RFx data to populate the VP RFx Number column.

     
  6. Remove the example data before saving and uploading the file.
    • Do not remove the preset columns as they are required for a successful upload.
  7. Save your changes and return to the system.

B. Upload and Review

  1. Select Upload File.

     
  2. Drag and drop the saved file onto the screen, or select Browse to find the document in your folder.


     
  3. Once the file is selected, click the Import button.
     
  4. Review the imported data and ensure everything is correct.
    • If a Buyer name does not exactly match the system listing, you will be prompted to select the correct buyer from a list.

      SelectBuyer.gif
  5. After the initial import, you can still make changes to the data and upload documents against each transaction if necessary. 
  6. Click the Add Entries button at the bottom to save the details.

     

C. Submit the Report

Once all transaction entries are added, select Save Draft to save progress and submit later, or Submit Report to complete and submit your transactions. 

Results/Validation

  • After submitting, you will receive an email confirming that the report has been completed.

Limits & Notes

  • You can reopen the report to make changes up until the point that the reporting is closed off by the List Owner.

What's Next / Related