Import your data

Use Import to bring existing records into VendOrca from spreadsheet files saved as CSV. Every import follows the same four steps: VendOrca suggests how your columns match its fields, you approve that, you run a test against totals you already know, and then you import for real.

Who can do this#

Import is for Program Admins only. Other roles see a message that importing existing data is an admin setup task.

What you can import#

Pick one kind of record per file: Workers, Suppliers, Rate cards, Job templates or Org units. If a spreadsheet mixes them, split it first.

Some kinds depend on others, so import in this order:

1. Suppliers.
2. Job templates. These become job codes once you apply the proposed change to your program rules that the import creates.
3. Rate cards. Each row must name a job code and a site that already exist in your program rules, and an active supplier if it names one.
4. Org units and workers.

Prepare your file#

Save your spreadsheet as a CSV file (comma-separated values). Most spreadsheet apps offer this under Save as or Download. VendOrca turns a file away at upload if it isn't laid out correctly, so check that it:

• has a row of column headings first
• has at least one row of data under the headings
• has the same number of columns on every row
• puts double quotes around any value that contains a comma, a quote or a line break, and doubles any quote inside such a value (""). Spreadsheet apps do this for you when they save as CSV.

Your column headings don't have to match VendOrca's field names exactly. VendOrca suggests which of your columns fills each field, and you check its suggestions. These are the fields each kind of record needs:

A few rules apply to every row:

• Money can include a currency symbol and thousands separators, and has at most two decimal places. For example, $1,234.56 is fine.
• Required values can't be blank. A row with a blank required value, or a value VendOrca can't read, is set aside and listed so you can fix it. The rest of the file carries on.

Run an import#

1. Upload the file#

   Open Import. Under Start an import, choose What are you importing?, attach the CSV file and select Upload & propose mapping. VendOrca reads your headings and a few sample rows, then shows a Proposed column mapping table: for each VendOrca field (Target field), the column in your file it will take the value from (Source column), and a Status.

   Fields VendOrca isn't sure about show Needs review in red. A field that gets the same value on every row shows = value, and a field with no matching column shows —. AI is used only to make these suggestions. From then on, every row is handled by fixed rules.

2. Approve how the columns match#

   Read the whole table, not only the flagged rows, then select Approve mapping. The job moves to Mapping approved. You can approve once no field shows Needs review and every required field has a column.

   To change how the columns match, rename the column headings in your file to the VendOrca field names, remove any other column that could fill the same field, and upload the file again as a new import. VendOrca makes fresh suggestions from the new headings.

3. Test the import against your totals#

   This step is a test run: VendOrca reads the whole file and checks it, but doesn't add anything to your workspace yet. Under Dry-run & reconcile, attach the same file again and enter the number of records you expect in Expected number of records. For rate cards, also enter the expected sum of all bill rates, in cents (for example, $85.00 and $92.50 add up to 17750). Then select Run dry-run.

   A table then compares each expected total with what VendOrca found in the file. Totals marked Mandatory must match before you can import. Totals marked Advisory are for your information. Rows that were set aside are listed with their row number, the field and the reason. Row 1 is the first row of data under the headings.

   Each import gets one test run. If rows were set aside or a total doesn't match, correct the file or your expected totals, then start a new import with the corrected file.

4. Import for real#

   Once every Mandatory total matches, the page says so and the final step opens. Under Commit, attach the file once more and select Commit import. This is the step that adds the records to your workspace.

   For workers, suppliers and org units, the records are added straight away. For rate cards and job templates, VendOrca creates a proposed change to your program rules instead. It takes effect once you apply it in Config.

Size limits#

• Worker imports take up to 150 rows each. For a larger file, the import stops at Routed to assisted setup. A Program Admin can then email info@vendorca.com for help, or split the file into files of 150 rows or fewer and import each one.
• The spreadsheet step in the trial setup at /start is separate. It takes the first 25 names only.

Common questions#

Why do I attach the file three times?#

VendOrca doesn't keep your file between steps. The test run and the final import each read it fresh. Attach the same file each time, or the totals you entered won't match.

How do I correct an import?#

It depends on the kind of record:

• Workers and suppliers: a Program Admin can ask VendOrca support (info@vendorca.com) to correct an imported record.
• Org units can be moved on Org units.
• Rate cards and job templates take effect only when you apply the proposed change the import creates. To drop them, discard that proposal in Config.

How do I add one more worker?#

Import a file with that worker's row. Workers come in through Import, assisted setup, or the trial setup at /start, which takes the first 25 names.

Can an AI agent run an import?#

Imports run from the Import page. Agent access reads data only.

Next steps#

• Apply a rate-card proposal
• Onboard imported workers
• Data in and out