How to Format and Upload Supplier Files in PaymentWorks

This guide will walk you through the steps to manually upload supplier files into PaymentWorks, including formatting guidelines and managing uploads. Follow the steps below to ensure smooth processing of supplier records.

Step 1: Access the Supplier Upload Feature

1. Log in to your PaymentWorks account.
2. Navigate to the Administration Tab from the dropdown menu at the top of the screen.
3. Select Setup & Manage Supplier Portal and then click Upload Suppliers.

Step 2: Prepare Your Supplier File

Ensure your supplier file meets the following requirements:

• Supported Formats: CSV, XLS(X), or XML.
• Mandatory Fields: VendorNum, SupplierName, TIN.
• Optional Fields: Address, contact email, bank information, payment terms, etc.
• Example CSV Header:
   

  Copy code

  VendorNum,SupplierName,TIN,Zipcode


For detailed formatting guidelines, refer to the article: Mapping Your Internal Invoice and Supplier File Upload Fields.

Step 3: Upload the File

1. In the Upload Suppliers section, click Choose File to browse your device for the file.
2. Select the file and click Upload.

Step 4: Review Upload Summary

Once the file is uploaded, you’ll see a summary of the processed records:

• Record Types: New, Modified, Deleted, or Unchanged records.
• Record Statuses: Accepted, Approved, Rejected, Exceptions, etc.
• Unmatched Records: Records with missing or unmatched supplier profiles.

Step 5: Address Unmatched Records

If unmatched records are detected:

• Verify that the Supplier File was uploaded correctly.
• Remove unmatched records from the file and re-upload.
• Alternatively, upload missing supplier profiles into PaymentWorks.

Step 6: Manage Uploaded Supplier Data

• To update existing suppliers, upload a file with updated fields.
• To delete suppliers, include the VendorNum and set the SupplierName to "DEL".

Additional Notes

• Files processed successfully will update your PaymentWorks supplier records and reflect changes immediately.
• Any errors will need to be corrected and re-uploaded for successful processing.

For more advanced file management tips and mapping details, visit: Mapping Your Internal Invoice and Supplier File Upload Fields.