This guide explains how to efficiently transfer supplier contact information from one Buymanager database to another. This process is useful for maintaining accurate and up-to-date supplier data across different instances of Buymanager.
What is this feature?
This feature allows you to export supplier contacts from an existing Buymanager database, clean and modify the data, and then import it into a different Buymanager database. It's a data migration process specifically for supplier contact information.
Why do you need it?
You might need to use this feature for several reasons, including:
- Database Migration: Moving supplier contact information when transitioning to a new Buymanager instance.
- Yearly Negotiations: Preparing for annual negotiations by ensuring all relevant supplier contacts are in the correct database.
- Database Cleaning: Regularly updating and cleaning your supplier contact list to remove obsolete entries and ensure data quality.
- Consolidation: Combining contact lists from multiple sources into one primary database.
Pre-requisites and Audience
- Audience: This process is typically performed by users with data management responsibilities or system administrators within Buymanager.
- Access Rights: You will need appropriate access rights to:
- Export data from the "Suppliers" section.
- Access "Database > Data uploads" to upload templates and files
- Software: Access to Buymanager and a spreadsheet program (e.g., Microsoft Excel) to edit the exported file.
How it Works: Step-by-Step Guide
Follow these steps to successfully migrate your supplier contacts.
Step 1: Export Supplier Contacts from Your Current Buymanager Database
1. Navigate to the "Suppliers" section in your current Buymanager database.
2. Go to the **Contacts** sub-section.
3. Apply a filter to display "only supplier contacts". This ensures you export the relevant data.
4. Right-click on the table to show the option: choose "Export table to Excel..."
This file will contain your current supplier contact information.
Step 2: Clean and Prepare the Exported Excel File
1. Open the exported Excel file.
2. Delete Obsolete Contacts: We recommend reviewing the "Category" column. Delete any contacts that have a category other than "Inquiry". Contacts not marked as "Inquiry" might be obsolete or not used for Request for Quotations (RFQs).
3. Check for Duplicates: Verify your list for duplicates (you can use the sorting and conditional formatting rules in Excel to easily identify them). If you find duplicates, update them if possible to ensure each contact has a unique and correct email.
Step 3: Upload the Cleaned Contacts to the New Buymanager Database
1. Log in to the "new" Buymanager database where you want to import the contacts.
2. Go to "Database" > "Data uploads".
3. Upload the specific template file named "Upload supplier contacts.upl" attached to this article (end of the page). This template prepares the system for the incoming data.
4. Once it´s uploaded. Go back to your Upload template list, and select the line you just created (description "Upload supplier contacts" and click on the page symbol in blue
5. Select the updated Excel file (the one you cleaned in Step 2) and proceed with the upload.
By following these steps, your supplier contact information will be successfully migrated to the new Buymanager database, ensuring your data is current and accurate.