Use the supplier import wizard to import supplier contacts from a CSV file or from Xero.
Supplier imports are useful when you are setting up Qoblex for the first time, moving supplier data from another system, or refreshing supplier details before purchasing work begins.
The import creates supplier contact records. It does not create purchase orders, supplier bills, payments, or supplier price lists.
Before You Start
Prepare the supplier data before uploading:
- use the Qoblex contacts CSV template
- keep each supplier company on its own row
- include required contact details and addresses where available
- check email addresses for invalid formatting
- remove duplicate suppliers where possible
- confirm whether the supplier rows should be imported as suppliers, not customers
If Xero is connected, confirm that the Xero contacts you plan to import are current and should be used as supplier contacts in Qoblex.
Open the Import Wizard
Open Contacts > Suppliers and select Import.
The import wizard opens in a modal dialog. CSV is selected by default. Xero is available only when the Xero integration is installed.
Only one import source can be selected for a run. If you select another source, Qoblex clears the previous selection.
CSV Import Steps
- Choose Import contacts from a CSV file.
- Select Next.
- Download the contacts CSV template.
- Fill in the template using a spreadsheet application.
- Select Next.
- Drop the CSV file into Drop files here or click to choose.
- Review the import report.
- Select Close.
When the import closes, Qoblex returns to the Suppliers page and reloads the page.
The supplier import wizard imports uploaded contact rows as suppliers.
If you need to correct the file after reviewing the report, update the CSV and run the import again from Contacts > Suppliers.
CSV Template
The supplier import uses the same contacts CSV template as the customer import. The wizard imports uploaded rows as suppliers.
Use the downloaded template to keep the file format aligned with the importer.
Customers and suppliers share the template, so the page you open is important. Upload the file from Contacts > Suppliers when the rows should be imported as suppliers.
Do not rename or remove template columns unless the importer instructions say they are optional. Keeping the template structure unchanged reduces import errors and makes row messages easier to understand.
CSV Field Reference
Use the columns below exactly as they appear in the downloaded template. Required means the column must stay in the file (it is part of the template); the description says whether a value is needed. Address and price-list columns are optional and may be removed. A shipping or billing address is created only when at least one of its columns has a value.
| Column | Description | Required |
|---|---|---|
Company name | The supplier’s company name, shown on purchasing documents. If left blank, Qoblex uses the Contact person value as the company name. | Yes |
Contact person | The primary contact person at the supplier. Also used as the company name when Company name is blank. | Yes |
Phone number | The supplier’s phone number. Stored as both the landline and the mobile number on the supplier record. | Yes |
Email | The supplier’s primary email address. | Yes |
Wholesale or Retail | The business type. Enter Wholesale or Retail. Any value other than Wholesale is imported as Retail. | Yes |
Tax Number | The supplier’s tax registration number. Can be left blank. | Yes |
EOIR | The supplier’s EORI number (used for customs). The column header is spelled EOIR. Can be left blank. | Yes |
Price List Name | Assigns an existing price list by an exact name match. Ignored if no price list with that name exists. | No |
Shipping Address Line1 | First line of the shipping address. | No |
Shipping Address Line2 | Second line of the shipping address. | No |
Shipping Address City | Shipping address city. | No |
Shipping Address State | Shipping address state or region. | No |
Shipping Address ZipCode | Shipping address postal or ZIP code. | No |
Shipping Address Phone Number | Phone number stored on the shipping address. | No |
Shipping Address Country | Shipping address country. | No |
Billing Address Line1 | First line of the billing address. | No |
Billing Address Line2 | Second line of the billing address. | No |
Billing Address City | Billing address city. | No |
Billing Address State | Billing address state or region. | No |
Billing Address ZipCode | Billing address postal or ZIP code. | No |
Billing Address Phone Number | Phone number stored on the billing address. | No |
Billing Address Country | Billing address country. | No |
The supplier import does not set supplier-specific fields such as currency, purchase tax class, or minimum order value — set those on the supplier record after importing. The customer and supplier imports share this same template; the page you upload from decides whether the rows become customers or suppliers.
File Size Limit
CSV uploads must be 2 MB or smaller.
For larger supplier lists, split the CSV into smaller files and import them one file at a time.
Import Report
After upload, Qoblex moves to the finish step and lists messages returned by the importer. Messages can appear as success, warning, or error items.
Review every message before closing the wizard. Warnings and errors usually identify rows that need correction in the CSV file.
While the file is being processed, the upload area shows a processing state. Wait for the import report before closing the wizard.
Use the report to decide the next action:
- success messages confirm rows that imported
- warning messages identify rows that imported but may need review
- error messages identify rows that were not imported or need correction
After closing the wizard, search the Suppliers page for a few imported suppliers and open their records to verify company name, email, phone, address, and supplier-specific fields.
Xero Supplier Import
If Xero is installed, choose Import suppliers from Xero.
Select Import Suppliers from Xero. A supplier import brings in Xero contacts marked as a supplier in Xero, plus contacts marked as neither a customer nor a supplier. Existing contacts are matched by email, and the Xero contact ID is stored as a reference so contacts are not duplicated on later syncs. If the import fails, the report shows that an error occurred while trying to import contacts from Xero.
The supplier Xero import report uses messages returned by the import response. If the import fails, Qoblex shows An error occured while trying to import contacts from Xero.
The Xero option is hidden when the Xero integration is not installed for the company.
For the full field-by-field mapping and the customer/supplier selection rules, see How Contacts Map Between Qoblex and Xero.
Use the Xero import when Xero is the current source of supplier contact details. If Qoblex already has supplier records, review possible duplicates after import.
Cancel or Close
Select Cancel before the final step to close the wizard without continuing.
Select Close on the final step to return to Suppliers and reload the supplier list.
