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  • Writer's pictureAlina

Importing your suppliers data into Prokuria

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A modern procurement team is facing more and more challenges to track, store and periodically update the data of the suppliers. The main reason is the increase of information you need to track on each supplier. In addition, this data needs to be:

  • easily accessible by all the team and now remote access is a must,

  • robustly structured and organized,

  • interconnected so you can easily run reports, and

  • safe and secure

Prokuria can help with all of that and even more:

  • Prokuria is a cloud platform meaning that can be accessed from anywhere with an internet connection. It has a granular role system so each user can have access only to the information he needs to have access.

  • all data in Prokuria is structured as a relational database and is validated at import or input.

  • the data in Prokuria is interconnected, and even more than that you can define your own associations and custom fields.

  • Prokuria implements the latest standards in security and data safe. Daily backups and audit logs.

Whether you were previously using another system for keeping track of your suppliers or have been working in Excel for years, with Prokuria you can go to the next level in a few clicks.

And next logical question is likely: "How will I store my data moving forward, and how will I get it all into Prokuria?"


Quick and easy import

Getting your data about suppliers into Prokuria is simple. Import them from excel directly into Prokuria with a few clicks. No fancy data work necessary.

Prokuria can help you organize your suppliers for you, so your database is clean and organized from the start. Plus, create custom properties or entities as you go, so your data matches your company's setup.

What's a custom property? A field that you can define by yourself where you keep some specific information about your suppliers. For example, let's say that in your excel you have a column called ISO certified where you filled in 'yes' or 'no' depending if that specific supplier is certified or not. By default in Prokuria, there is no such field, but you can easily define it as well as its possible values. Once defined It will appear on all supplier's pages.

What's a custom entity? A group of fields where you keep multiple information about a supplier (it's like a mini-table for each supplier). For example, let's say that for each supplier you keep track of their certifications and extra details like: type of certification, grade of the certification, starting and expiry date. With Prokuria you can create a custom entity called certifications where you can store all this information.


All your data in one place

With Prokuria you can bring all your data about suppliers in one single place:

  • public data about the companies (address, registration number, VAT details, etc),

  • contact persons from the suppliers,

  • internal information like category segment, tier, risk level, ERP ID

  • scorecards

  • contracts,

  • certifications,

  • delivery and logistic details

  • invoice details

  • any information is important for you - see above custom entities

You can group them together, link them and create multiple associations.


How to import your suppliers into Prokuria

Moving to a new system might seem intimidating - there are a lot of moving parts, and the last thing you want is to lose any of your organization's vital historical data. In moving to Prokuria, there are a few easy ways to get started, and we’re here to help at every step of the way. 

Before importing data, however, it's important to ensure its cleanliness.

As you scrub your data, look for duplicated records or incomplete information. You want to remove duplicated records and keep the latest information available.

When you’re ready to import, start with a small sample set of your data, to ensure that everything goes as planned. Once you’re satisfied, proceed with the rest of the process. 

Once you've cleaned your data and prepared for the import, there are 3 simple steps:

  • Download template Spreadsheet

  • Upload the template .xlsx spreadsheet with your items. Only .xlsx file types are supported and the maximum file size supported is 20MB.

  • Check there are no errors during the import

 How to import supplier's data from excel file in Prokuria

We know each company is different and has specific needs. Don't worry, Prokuria technical consulting team can help you with migrating your data into Prokuria.

Prokuria technical consulting team can help you with:

  • Custom setup, and a personalized solution to fit your needs

  • Technical assistance with more complex migrations/imports

  • Technical guidance related to any of the Prokuria products, or your broader tech stack

We’re here to help you reach your goals.


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