Your Master Supplier File will look different depending on which finance system you use. FISCAL is designed to handle supplier data flexibly - whether they have multiple sites, bank accounts, or other variations. This flexible structure works with many different finance systems and makes it straightforward to map to your own supplier setup.
Find out more about Suppliers module of FISCAL here: Suppliers Factsheet
In this article:
- Supplier data overview
- Supplier data files and format requirements
- Supplier data fields
- Sample supplier file
Supplier data overview
Supplier types you can include in your extracts:
- Normal suppliers:
- Limited Companies
- Public Limited Companies (PLC)
- Limited Liability Partnerships (LLP)
- Charities
- Management Companies
- One time suppliers
- Sundry suppliers
- Sole Traders
- Contractors
Supplier types not to be included in your extracts:
- Employees and other individuals (such as patients or service users) sometimes entered as a supplier within your ERP for expenses
Including individuals who are not suppliers in your extracts can lead to an increase in false positive risk detection, which will thereby increase the workload in reviewing the resulting risks.
Supplier data files and format requirements
Files
You need to produce both a historical extract and a current extract:
- The Historical extract contains all active suppliers, plus any made inactive during the period of your transaction historic file (usually past 1-3 years). This is a one-off extract.
- The Current extract is a full extract of only your active Suppliers, regardless as to whether they have been modified since the previous extract or not. We recommend this is uploaded daily.
When a supplier is no longer traded with, the supplier record in FISCAL will be marked as inactive based on the supplier record not be included in the next upload.
Format
Extracts must be in one of the following formats .csv, .tsv, .xlsx or .txt format. For .txt files the values must be separated by commas. For .csv files, the file must be encoded as UTF-8.
Specific requirements for supplier data
- All text fields should be qualified with double quotes (e.g. "Test Supplier, Ltd"). Any double quotes occurring inside a text field must be escaped with another double quote (e.g. 50” Television becomes “50”” Television”).
- All date fields must be in the same date format. FISCAL accepts many different formats for dates, including dd/mm/yyyy, mm/dd/yyyy, yyyy/mm/dd etc. Timestamps can also be included in the format hh:mm:ss.
- Include each variation (like different sites or bank accounts) of a supplier as a separate line in your file, using the same UID for all of them. FISCAL will automatically combine these lines into a single supplier record.
- You may provide additional fields for data that is relevant to your organisation. These fields will be for display purposes only.
- Do not use placeholders in any fields, such as ‘0’,’N/A’,’-’, etc.. If data isn’t available, leave it blank.
Supplier data fields
| Field | Description | Purpose | Format |
|---|---|---|---|
| UID | A unique ID generated within your accounting system that identifies the supplier. This value must match the Supplier Ref field in the transaction extract for the same supplier. |
Used to update the Supplier record in FISCAL when it is re-uploaded with changes, and links transaction data to the supplier. Mandatory |
Alphanumeric Character limit: 255 |
| Supplier Name | The name of the supplier. This must match the Supplier Name field in your Transaction extract. |
Used for risk analysis and is reviewed in Supplier Changes. Mandatory |
Alphanumeric Character limit: 255 |
| Location Line 1 | First line of the supplier address. |
Used for risk analysis and is reviewed in Supplier Changes. Mandatory |
Alphanumeric Character limit: 100 |
| Location Line 2 | Second line of the supplier address. |
Used for risk analysis and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 100 |
| Location Line 3 | Third line of the supplier address. |
Used for risk analysis and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 100 |
| Location Line 4 | Fourth line of the supplier address. |
Used for risk analysis and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 100 |
| Location Line 5 | Fifth line of the supplier address. |
Used for risk analysis and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 100 |
| Location Postcode | Postcode of the supplier. |
Used for risk analysis and is reviewed in Supplier Changes. Mandatory, if providing address fields |
Alphanumeric Character limit: 20 |
| Contact Email | Supplier contact email address. |
Used for risk analysis with Employee data and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 255 |
| Contact Name | Name of supplier contact. |
Used for risk analysis with Employee data and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 255 |
| Contact Phone | Phone number of supplier contact. |
Used for risk analysis with Employee data and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 50 |
| VAT Number | VAT/Tax reference for the supplier. |
Used for risk analysis and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 20 |
| Companies House Ref | For UK suppliers only, this is the reference number issued by Companies House when the company was incorporated. |
Used for risk analysis and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 50 |
| Alternate Licence Number | For non-UK suppliers, this is the reference number issued by the relevant local / national authority when the company was incorporated. |
Used for risk analysis and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 50 |
| Bank Name | Name of the bank from the supplier payment details. |
Used for risk analysis and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 100 |
| Account Name | Account name from the supplier payment details. |
Used for risk analysis and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 100 |
| Account Nr | Bank account number from the supplier payment details. |
Used for risk analysis and is reviewed in Supplier Changes. Recommended |
Numeric Character limit: 50 |
| Sort Code | Bank sort or routing code from the supplier payment details. |
Used for risk analysis and is reviewed in Supplier Changes. Recommended |
Numeric Character limit: 50 |
| IBAN | The International Bank Account Number, which can be used when making international payments. |
Used for risk analysis and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 40 |
| SWIFT | The SWIFT/BIC which uniquely identifies the name and country, (and sometimes the branch) of the bank. |
Used for risk analysis and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 255 |
| Currency | The ISO 3166-1 code denoting the currency for this supplier site. |
Used for risk analysis and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 3 |
| Payment Terms | The agreed payment terms for this Supplier / Site / Org Group. |
Provides visibility of different agreements of a supplier for different Org Groups and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 50 |
| Payment Type | The standard payment type used for this supplier / Site / Org Group. |
Provides visibility of different agreements of a supplier for different Org Groups and is reviewed in Supplier Changes. Optional |
Alphanumeric Character limit: 50 |
| Org Group Name |
The name of the Org Group from your accounting system. This value must match the Org Group Name field in the transaction file for the same Organisation Group. |
Provides visibility of variations of a supplier for different Org Groups and can be used for filtering. Optional |
Alphanumeric Character limit: 255 |
| Modified By User ID | ID or username of the user that last modified the supplier. |
Identifies the user who last made changes to the supplier details. Recommended |
Alphanumeric Character limit: 255 |
| Modified Date | Date (and time if applicable) when the supplier was last updated in your accounting system. |
Identifies the latest version of the supplier Recommended |
Date |
| Site Ref | Where you have multiple sites relating to one supplier, the Site Ref is a Shortname/code for each site for the supplier. |
Links any related transactions to the Supplier site Optional |
Alphanumeric Character limit: 255 |
| Supplier Type | Category that classifies the supplier based on what they provide or their relationship with your organisation for example. |
For information. Can be used for categorising transactions. Optional |
Alphanumeric Character limit: 255 |
| ERP ID |
This field will indicate from which accounting system the transaction originates. If there is only one accounting system then this field is not required. If there is more than one accounting system then each system must be uniquely identified with its own ID Use the same ERPID as used in the transaction extract for each accounting system. |
To identify which finance system the transaction relates to when there is more than 1 live system or more than 1 entity within the system. Recommended if multi systems |
Alphanumeric Character limit: Numeric: up to 32,767 Alphanumeric: up to 50 characters |
| Extract Date | Date the file was created (or the supplier was extracted if directly uploading from your ERP). |
Identifies the latest version of the transaction when updated versions of the supplier is uploaded. Recommended if Modified Date is not provided |
Date |
Sample supplier file
ERPId,UID,ModifiedDate,ModifiedByUserId,ExtractDate,SupplierName,CompaniesHouseRef,AlternateLicenceNumber,VATNumber,LocationLine1,LocationLine2,LocationLine3,LocationLine4,LocationPostcode,Currency,AccountNr,SortCode,BankName,AccountName,IBAN,SWIFT,OrgGroupName,PaymentType,PaymentTerms,ContactName,ContactEmail,ContactPhone
1,"0/1",2020-01-17 00:01:00,"babs",2020-01-19 00:01:00,"Berkshire Pipes Ltd","CH8239874","ALN8465886376","V934987","221B Baker Street","London",,,"NW1 6XE","GBP","365643636158876","23-48-22","Abbey National","Holmes Consulting Ltd","32487789234",,"Board","Cheque",,"Sherlock Holmes","sherlock@holmesconsulting.co.uk","011 346 2352 683"
1,"0/1",2020-01-16 00:01:00,"ken",2020-01-19 00:01:00,"Berkshire Pipes Ltd","CH8239874","ALN8465886376","V934981","221B Baker Street","London",,,"NW1 6XE","GBP","365643636158876","23-48-22","Abbey National","Holmes Consulting Ltd","32487789234",,"Accounts","Cheque",,"Sherlock Holmes","sherlock@holmesconsulting.co.uk","011 346 2352 683"
2,"0/2",2020-01-17 00:01:00,"randal",2020-01-19 00:01:00,"Sandwiches-R-Us Plc","CH543466","ALN67536534","V1223456","81 Bingo Lane","Basingstoke",,,"B45 8AA","GBP","89340898345","55-28-05","Lloyds","Holmes Consulting Ltd","32487789234",,"Board",,,,,
1,"SAP/23923789",2020-01-17 00:01:00,"babs",2020-01-19 00:01:00,"United Biscuits","CH12347896",,"V99934857","46 Explosive Drive","Michigan",,,"2457456","USD","829308234","13-55-22","Armstrong Inc",,"867858756",,"Accounts",,,,"neil@nasa.com",
1,"SAP/23923789",2020-01-17 00:01:00,"babs",2020-01-19 00:01:00,"United Biscuits","CH12347896",,"V99934857","46 Explosive Drive","Michigan",,,"2457456","USD","347639875","77-12-81","Aldrin Inc",,"134345323",,"Engineering",,,,"buzz@nasa.com",