Plan for one-time vendors in the public sector

This article explains how to prepare to import and create multiple one-time vendors and invoices.

Typically, if you plan to mass-import vendor and invoice information, you first create a data file in spreadsheet format and save it in CSV (comma-separated values) format.

  • Because commas are used to separate the fields in a CSV file, don't use commas in the text of an entry. For example, to specify a company name of “Smith, Smith, and Jones,” enter it as Smith Smith and Jones.
  • If you don't set values for fields on this page, the newly created vendor accounts use values from the one-time vendor profile that is referenced on the Accounts payable parameters page. For example, if the method of payment is set to Check for the one-time vendor profile on the Accounts payable parameters page, that method of payment will also be set for the one-time vendors that you're adding.
  • The One-time supplier Accounts payable number sequence is used to assign the one-time vendor accounts and must not be set to Continuous for this service. Invoices are generated in a draft state. Before you create payment proposals for payment, you must post the invoices.

The following table show the fields that the import file must contain. Each field label is equivalent to a column heading in a spreadsheet, and each spreadsheet row contains the data for each applicable column.

Vendor section

Field Details
Record type Person or Organization
First name (If the record type value is Person)
Middle name (Optional) (If the record type is Person)
Last name (If the record type is Person)
Vendor name (If the record type is Organization)
Group Ten-character limit
Country/region Ten-character limit
ZIP/postal code
Street
City
City
Federal tax ID (Optional) (U.S. only) 1099 number
Tax ID type (U.S. only) Values can be Unknown, Employer Identification Number, Social Security Number, Individual Taxpayer Identification Number, or Adopted Tax Payer Identification Number. Note: If no federal tax ID is provided, this field should be set to Unknown.
Bank account (Optional) Bank account name
Bank account number
Routing number (Optional)
SWIFT code (Optional) Also known as BIC (Bank identifier code)
IBAN (Optional) International bank account number, 34-character limit

Invoice section

Field Details
Invoice number Invoice number, 20-character limit
Invoice description (Optional)
Posting date (Optional) Date format
Invoice date Date format
Due date (Optional) Date format
Line number
Item number (Optional) 20-character limit Note: If no item number is provided, you must provide values in the Procurement category and Procurement category hierarchy fields. If no procurement category and procurement category hierarchy are provided, you must provide a value in the Item number field.
Item name (Optional) 60-character limit
Procurement category hierarchy (Optional) Note: If you provide a value for this field, the Procurement category field is also required.
Procurement category (Optional) Note: If you provide a value for this field, the Procurement category hierarchy field is also required.
Quantity (Optional)
Unit (Optional) Ten-character limit
Line net amount Decimal values are allowed.
Unit price (Optional) Decimal values are allowed.

Distributions section

Field Details
Number Accounting distribution line number
Ledger account
Percent Decimal values are allowed.

What do I do next?

After you’ve set up the prerequisites that you require, see One time vendors in the public sector.

See also

One-time vendors in the public sector

Accounts payable in the public sector