Upload all suppliers to the platform at once

The Riwaa platform provided the feature of importing supplier data via an Excel file to help you upload suppliers in one go, allowing you to manage them from a single place easily.

#Step One: Download the Excel File

1. Go to Purchases and Suppliers > Suppliers > Click on Import.

2. Click on the Supplier Import Template to download the Excel file to your device.

#Step Two: Add Supplier Data

1. Read the instructions on the "Instructions Before Import" page.

2. Go to the "Supplier List" page.

3. Hover over the essential fields such as "Supplier Name or Supplier Code" to know the required data for each field.

4. Add the supplier data.

5. Review the "Input Verification" column to ensure the data is correct.

6. Click on the icon (💾) to save the data, then close the file.

#Step Three: Upload the Excel File to the Platform

1. Go to the platform > Purchases and Suppliers > Suppliers > Import.

2. Click on "Browse Files" and choose the file from your device, or drag and drop the file.

3. After adding the file, click on: Next.

4. Once the upload is complete, a (✅) mark will appear.

5. Click on Next, to analyze the data and verify its validity.

#Step Four: Final Review Before Data Upload

After finishing the data review, a window will show:

1. Total Records: The number of suppliers added in the file.

2. Records Valid for Import: The number of suppliers to be imported.

3. In case of an error, an alert will show the number of suppliers that could not be imported due to a problem with their data.

#Step Five: Import Data

• If the data is correct:

  1. Click on Import.

  2. After the import is complete, click on "View Suppliers" if you want to ensure the import process was successful.

• In case of an error in the data (in step four), you can choose one of the following solutions:

  1. Ignore the alert and import only the valid data:

     • Download the error report to know the data that needs later modification.

     • Click on Import. Only the valid data will be imported.

  2. Correct the errors and upload the file again:

     • Click on: Download Correction Report to know the data containing errors.

     • Correct the errors in the original file.

     • Click on Replace File, and upload the original file after correction.

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#Frequently Asked Questions

1. Is there a maximum limit for the number of suppliers added in the Excel file?

   Yes, the maximum limit is 1000 suppliers per import process.

2. What are the common errors when uploading the supplier file?

   1- Not adding data in the required fields.

   2- Repeating the supplier name and code more than once in the file.

3. What is the expected time to import the Excel file on the platform?

   From one second to 20 seconds.

4. What will happen if the internet connection is lost during data import?

   The import process will pause temporarily, and when the connection returns, the import process will automatically resume.

5. Can I import more than one Excel file at the same time?

   Only one Excel file can be imported at a time. If supplier data is in multiple files, gather them in the supplier import file, ensuring the number does not exceed 1000 suppliers in the file, or divide them into more than one file and upload them separately.

6. What file formats are supported for importing supplier data?

   The platform supports importing data from the designated Excel import file.

7. What will happen if I do not add supplier data in the required fields?

   The row containing incomplete data will not be uploaded. A window will appear indicating an error.

8. When I add the opening balance for the supplier, does the manual entry reflect within the entries?

   Yes, the entry reflects automatically and directly.

9. Can user permissions be set to access the supplier import feature with an Excel file?

   Yes, it can be done, go to:

   1- Settings > Users > Click on the icon (⚙️) and choose: Edit Member.

   2- From Purchases and Suppliers > Suppliers > Close the "Import Suppliers" permission.

   3- Click on Save.