How to import vendors in bulk for assets on the Back Office Dashboard?

The Bulk Import Vendors feature allows you to add multiple asset vendors at once using a CSV file. This helps save time, reduce manual entry, and keep vendor records consistent.

It streamlines procurement, improves data accuracy, and simplifies vendor management across your operations.

📌 Prerequisites

• Bulk vendor import is accessible only if the Asset Management module is active in your company subscription.

• Only super admin, admins, or authorized users can import vendors in bulk. 

• Ensure vendor details are entered in the provided template with all required fields completed.

• Payment Terms, Preferred Payment Method, and Preferred Shipping Method must match the allowed values in the template. 

✅ This guide will walk you through the steps to import vendors in bulk for assets on the Back Office Dashboard:

🔐 Step 1: Log In & Navigate  

• Log in to the GuardsPro Back Office Dashboard.

• From the left‑hand menu, go to Asset Management → Vendors.

• You will be redirected to the Asset Vendors page.

• Click the three‑dot (⋮) menu at the top‑right corner next to Filters.

• Select Import Vendor from the dropdown.

📂 Step 2: Download & Fill Template  

In the import popup:

• Click Download to get the CSV template.

• Fill up the required fields in the template.

Important Notes:

• Add vendor details correctly.

• Required field: Vendor Name.

• Allowed values for Payment Term: Prepaid, COD, Net 7, Net 15, Net 30, Net 45, Net 60, Net 90, Due on Receipt, Installment, Credit Account, Other.

• Allowed values for Preferred Payment Method: Credit Card, Bank Transfer, Cash, Other.

• Allowed values for Preferred Shipping Method: Courier Service, Freight/Cargo, Postal Service, Pickup by Company, Digital Delivery, Other.

⚠️ Make sure all required fields are filled correctly. Invalid or unsupported values may cause the import to fail. Follow the template structure strictly to avoid errors.

📤 Step 3: Upload CSV File

• Save the completed file in .CSV format on your computer.

• Upload the file in the designated upload section.

• Submit the file to complete the import.

Once the import is complete, all vendors from the CSV file will appear in the Asset Vendors list. You can use the filters to view vendors by category and easily edit or archive vendors as needed. 

📂 Step 4: Export & Share Vendor List  

Click the three‑dot (⋮) menu next to the Filters option to access:

• Export as PDF – Download vendor list in PDF format.

• Export as Excel – Download vendor list as an Excel file.

• Print – Print the vendor list.

• Email – Send the asset vendor report via email.

🎯 That’s it! Bulk importing vendors in GuardsPro is simple and efficient. By following these steps, you can save time, reduce manual entry, and maintain consistent vendor records for smooth procurement.

For further assistance, feel free to contact the GuardsPro Support Team anytime.

For a quick walkthrough, please watch our tutorial video on YouTube.