Import Supplier Data from CSV Files

Learning Objectives

After completing this unit, you’ll be able to:

• Compare the three methods used to import data from a CSV file.
  
• Explain the prerequisites and structural file requirements for CSV imports.
  
• Determine the right source system and import settings for a data import.
  

Get Data into Supplier 360

Managing supplier records manually is slow and error-prone. Adding new suppliers, updating contact addresses, and exporting from legacy systems can take days—and the data still might not match what’s already in the system.

Alex, a procurement analyst at Coral Cloud Resorts, used to spend 3 days every month on this work. That meant adding new suppliers from the regional portal and refreshing addresses for contacts like Michelle Tran at PrimeLinens & Hospitality Goods Company. With File Import in Supplier 360, Alex prepares a CSV export, uploads it, and maps the columns to the right fields. Supplier 360 handles the rest, turning three days into an afternoon.

Focus on Supplier 360

Informatica Master Data Management (MDM) SaaS provides three specialized services to address individual domains: Customer 360, Product 360, and Supplier 360. While this badge focuses on Supplier 360, these principles apply across all domains.

Three Ways to Import and Match Data

Alex has two files ready, a new supplier list and a supplier update file. Informatica MDM SaaS offers three methods to bring external CSV data into Supplier 360. The right choice depends on what you want to do with the data.

Import All Data

Import All Data loads a CSV directly into Supplier 360, where records are standardized and stored immediately. Alex uses this for the new supplier list. It also lets Alex overwrite existing records, update specific field values, and delete records no longer needed.

Match and Export Data

Match and Export Data checks how incoming records match against existing master records in Supplier 360, without storing anything. Think of it as a receipt preview before confirming a purchase. The result is an enriched file you download and review externally. Alex uses this to validate a supplier update file before committing it to Supplier 360.

Match and Import Selected Data

Match and Import Selected Data matches incoming records against existing source records, lets you review results, and imports only the records you trust. You can identify which incoming suppliers are new, which match existing ones, and which need manual review—which gives your team full control over what gets added.

This badge focuses on Import All Data. After Alex selects Start in the Import All Data section, the system prompts for a CSV upload. There are three steps.

• Upload File
  
• Map Fields
  
• Preview and Import File
  

This unit covers the options in the Upload File stage.

Prerequisites and CSV File Requirements

Supplier 360 has specific file requirements. Files that don’t meet them either fail or produce unexpected results. Before uploading, run through this checklist.

Check Your File Structure

• The file must be under 100 MB, with a name under 255 characters and no forward slash.
  
• Use a single file extension—‘suppliers.csv’ works, but ‘suppliers.newsuppliers.csv’ doesn’t.
  
• Never save a non-CSV file (such as a PDF) with a ‘.csv’ extension—the import will fail.
  
• Avoid single backslashes (\) in field values. A double backslash (\\) is fine.
  
• Column headers can’t be named ‘Key’ and can’t contain: / \ * ? % : > " <
  
• Convert date values from dot-separated formats, such as dd.mm.yyyy, before uploading.
  
• For records with multiple entries in a field group, such as a supplier with three addresses, include a separate CSV row for each entry using the same source primary key. After the import, entries appear as separate items under the field group.
  

Alex also verifies the source primary key column, a required field that uniquely identifies each record. Without it, the import fails. The value can be up to 255 characters and must omit slashes, backslashes, periods, percentages, semicolons, or double quotation marks.

Choose the Right Source System

After uploading, Supplier 360 prompts you to select a source system—the origin identifier applied to every imported record. Source systems categorize data by department. Because Alex is importing procurement records, Alex selects Procurement as the source system.

Force Record Update

For incremental updates, Supplier 360 compares the Source Last Updated Date on each incoming record. If the CSV date is older than what’s in the system, the import skips that record to protect more recent data.

To override this, enable Force Record Update on the Upload File page. All CSV changes are applied regardless of the Source Last Updated Date.

Use Force Record Update carefully. It bypasses date-based protection and applies all incoming values, even if they’re older than what’s currently in the system.

Import Types and Operation Types

With Import All Data, you control how Supplier 360 handles incoming records in two ways.

• The import type you select in the user interface
  
• An operation type column you can optionally include in the CSV file
  

Think of it like a sticky note on a form—the settings in your CSV take priority and override the selections made in the interface.

Import Types (User Interface)

When you open the File Import wizard, one of two import types is selected.

• Create or overwrite records: Add new records and overwrite all field values of existing ones. Use this for complete records you want to add or fully replace.
  
• Update record sections: Update only specific field values in a record section without replacing the entire record. For example, you only want to update the address fields for Michelle Tran without touching any other supplier data.
  

Operation Types (CSV File)

Check the CSV for an Operation Type column, an optional column that controls how each individual row is handled, overriding the wizard’s import type for those rows.

The five operation types are:

• Upsert: This operation type inserts the record if it doesn’t exist, or updates it if it does. This is the default when no Operation Type column is present.
  
• Patch: This operation type updates only the fields with values in the CSV row, leaving all other existing values untouched.
  
• Delete: This operation type removes a field group entry, source record, relationship, or hierarchy entry.
  
• Restore: This operation type recovers a previously deleted source record.
  
• None: No operation is performed for that row. Use this to skip specific rows during an import.
  

The Precedence Rule

An operation type in the CSV overrides the import type selected in the wizard.

For example, Alex selects Create or overwrite records in the wizard. But the supplier CSV has patch set in the Operation Type column for a few existing supplier rows where only one field needs updating. For those rows, patch applies, not create or overwrite. For all other rows without an Operation Type value, the wizard setting applies.

Always check your CSV for an Operation Type column before importing—it overrides your wizard selection.

Configure File Import Settings

With the source system set and import method chosen, Supplier 360 needs to know how to read the CSV. The supplier portal export Alex is working with uses a comma delimiter and a nonstandard date format. Without the right settings, Supplier 360 misreads the file, and data lands in the wrong places or not at all.

Verify these settings before proceeding.

Supplier 360 auto-detects some settings on upload, but they’re not always accurate. Alex confirms the comma delimiter and dd/mm/yyyy date pattern, and then reviews all other settings before moving forward. With settings confirmed, Alex moves to the next stage—mapping each CSV column to the right field in Supplier 360.

Resources

• Informatica Documentation: Import and Match Data (login required)