Bulk Inserting Vendor Accounts

Discovery's Bulk Insert option facilitates the quick creation of multiple Vendor Accounts, provided all necessary vendor data is organized into an Insert template file*. All Insert template files are included in a single downloadable file available for download on the Bulk Imports page under Settings.

Import Template Fields


The provided Insert template file (vendors_accounts.csv) needs to retain all fields (columns), in no particular order, even if the fields are not required.

The following fields are required to have data for each Vendor Account record:

  • vendor_id | Generated by Discovery upon Vendor creation**.
  • account_number | Unique account number assigned by Vendor (shown on vendor invoice). Must not contain any special characters or letters.
  • billing_frequency | Must be an approved billing frequency (case sensitive):
    • Not Billable
    • One Time
    • Per Service
    • Monthly
    • Quarterly
    • Yearly
  • first_fiscal_period | Format "YYYY-MM"
  • primary_invoice_retrieval_method | Must be an approved invoice retrieval method (case sensitive):
    • Email Attachment
    • Physical Mail
    • Vendor Portal (Manual Retrieval)
    • Rover
    • Other

The following fields are optional and do not require data for each record:

  • external_reference_id
  • vendor_contact_id | Generated by Discovery upon Vendor Contact creation.
  • primary_billing_address | This field is prohibited unless the primary invoice retrieval method is "Email Attachment"
  • primary_billing_mailing_address | This field is prohibited unless the primary invoice retrieval method is "Physical Mail"

Most Insert template files can leverage an external reference ID. This allows you to utilize existing reference labels from your current database or system for all entities in Discovery (vendors, locations, clients, etc.). Moreover, external reference ID's can be substituted for required "_id" fields in Discovery's Insert templates allowing for faster importation of data. To learn more about how external reference ID's are used, please see the External Reference ID's article.

Once all Vendor Account records have been added, upload the Insert template file using the New button on the Bulk Imports page under Settings. For more on how to do this, please visit the Bulk Imports Overview help document.

*Import file name and its column headers cannot be edited.

**When any ID field is required (_id), this indicates an ID that is generated and assigned by Discovery to a unique entity. You'll need to retrieve these ID's from Discovery. The general method to retrieve ID's in bulk is through a Custom Report. Please see the Export ID's with Custom Reports article covering how to generate a Custom Report to retrieve specific entity ID's.