Vendor CSV Import/Export

Export and import vendor data using CSV files for backup, sharing, or bulk updates.

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Overview

The vendor CSV import/export feature allows users to export vendor data to CSV files for backup or sharing, and import CSV files to add or update vendor records in bulk.

How It Works

Accessing the Feature

The import/export functionality is available from the Configuration home screen:

1. Navigate to Configuration from the main menu
2. Tap the menu icon (three dots) in the top-right corner
3. Select one of the following options:
   • Import Vendors — Available only when QuickBooks is not connected
   • Export Vendors — Available only when QuickBooks is not connected and vendor data exists

Exporting Data

1. From Configuration, tap the menu icon
2. Select Export Vendors
3. Confirm export in the dialog
4. The system creates a CSV file and opens the share dialog
5. Choose where to save or share the file

What gets exported: all vendor records (except internal id); fields: name, address, city, state, zip, mobilePhone, businessPhone, email, notes

File names: vendors.csv

Importing Data

1. From Configuration, tap the menu icon
2. Select Import Vendors
3. Confirm import in the dialog
4. Select your CSV file from the document picker
5. Review the summary showing numbers added and updated

Import behavior:

• Matching logic: Records are matched by both name AND address
• Update existing: If match found, update existing record
• Add new: If no match, create a new record
• Empty fields: Name and address must have values for matching to occur

CSV Format

Structure

name,address,city,state,zip,mobilePhone,businessPhone,email,notes

Example

name,address,city,state,zip,mobilePhone,businessPhone,email,notes
"Acme Hardware","123 Main St","Seattle","WA","98101","555-1234","555-5678","orders@acmehardware.com","Preferred vendor for hardware"
"Bob's Lumber","456 Oak Ave","Portland","OR","97201","555-8765","555-4321","sales@bobslumber.com","Good prices on lumber"
"City Electric","789 Pine Rd","Tacoma","WA","98402","555-2468","","","Fast delivery"

Field Descriptions

*Both name and address are required for matching; records without them are added as new entries.

Special Characters

The CSV format properly handles special characters: commas (wrap fields in quotes), quotes (escape with double quotes), and newlines (wrap fields in quotes).

name,address,city,state,zip,mobilePhone,businessPhone,email,notes
"Johnson's ""Quality"" Supplies","123 Main St, Suite 200","Seattle","WA","98101","555-1234","555-5678","Note:
Special pricing available"

Import Matching Logic

For each record in the CSV:
  1. Check if a vendor exists with matching name (non-empty) AND matching address (non-empty)
  2. If match found: update existing record with all fields from CSV
  3. If no match found: create a new record

Notes: Matching is exact and case-sensitive; both name and address must match for update.

Best Practices

Creating CSV Files

1. Use a spreadsheet program (Excel, Google Sheets, Numbers)
2. Include headers in the first row
3. Wrap complex fields in quotes
4. Save as CSV with UTF-8 encoding

Data Integrity

1. Backup before import by exporting current data
2. Test with small batches
3. Verify matching fields are accurate
4. Clean duplicates before import

Common Use Cases

• Initial setup: build a spreadsheet and import
• Bulk updates: export, modify, re-import
• Data migration: ensure headers match expected format
• Sharing: export and import across devices

Troubleshooting

Import Issues

• Ensure CSV headers are correct
• Verify file is CSV (not .xlsx) and not corrupted
• Matching failures: check exact name/address matching and extra spaces

Import/Export vendors not available: Vendor CSV import/export is disabled while QuickBooks is connected. Disconnect QuickBooks to use CSV-based vendor import/export.

Export Issues

• Export option appears only when QuickBooks is not connected and data exists to export
• File not showing: check storage permissions and retry

Technical Details

• Temporary files are created in the app's document directory
• Files are named vendors.csv
• Parser supports RFC 4180, quoted fields, and escaped characters
• Invalid rows are skipped with error reporting

Related Documentation

• Home Screens User Guide
• Cost Item CSV Import