Bulk Vendor Update Guide

Bulk Vendor Update allows you to update vendor information for multiple vendors at the same time instead of editing vendors one by one. This feature can save time during onboarding and ongoing vendor maintenance. 

Important: Vendor updates cannot be undone after a file finishes processing. Review all changes carefully before uploading your file.

Only users with both Accounting Manager and Administrator (Admin) permissions can access this feature.

Before You Begin

Before updating vendors, confirm the following:

• General Ledger (G/L) accounts have been synced
• Accounts Payable (AP) account information has been configured
• Dimensions have been synced
• Invoice approvers have been created
• You have Accounting Manager and Admin permissions

On the Manage Vendor Details page, you can:

• Download the vendor template
• Upload completed vendor update files
• View upload history
• Review upload status and results
• Track activity completed by users on your team

Update Rules

• Do not change the template structure.
• Do not rename columns.
• Do not delete worksheets.
• Do not remove vendor rows.
• Only update vendor records that require changes.
• Upload the complete vendor list that was downloaded from MineralTree. Uploading only part of the file may cause processing issues.

Formatting Requirements

• Enter G/L and AP account values using the account number only.
  • Example: Enter 5000, not 5000 Cost of Goods Sold
• Separate multiple approvers with a semicolon (;)
• A maximum of three approvers is allowed per approval tier 

Excel Considerations

Microsoft Excel may automatically remove leading zeros from some fields.

Before uploading, review:

• Vendor IDs
• Account numbers
• Banking-related fields
• Any field that begins with a zero

Verify that all values remain formatted correctly.

Step 3: Upload Your File

• Click Action → Upload Document
• Select your updated .xlsx file
• Upload the completed file

Before processing begins, MineralTree validates the file to make sure it can be read successfully. If validation fails, the upload will stop and an error message will be displayed. 

Common Upload Errors

Error	Likely Cause	Resolution
File size exceeds 2 MB	The file contains too much data or too many records.	Split the data into multiple files and upload each file separately.
Corrupted or unreadable file	The file may have been damaged, altered, or saved in an unsupported way.	Open the file in Excel, save it again as an .xlsx file, and reupload.
Empty file	The file does not contain vendor data.	Download a new template and enter your updates before uploading.
Invalid file format	The file was not uploaded as an .xlsx file.	Save the file as an .xlsx file and upload again.

Step 4: Review Results

After uploading, your file appears in the Upload History table. Click the file name to review results and processing details.

Processing Statuses

 

Status	Description
In Progress	File is being processed
Successfully Processed	All records updated successfully
Partially Processed	Some records need correction
Failed	File or all records failed validation

Processing Information

File processing happens in the background and may take several minutes to complete. Larger files may require additional time. 

While processing:

• You can continue using MineralTree.
• You do not need to stay on the Manage Vendor Details page.
• Status updates appear in the Upload History table.
• Notifications may appear when processing completes.

Fixing Errors

If a file is partially processed or fails:

1. Download the error file.
2. Review the failed records and error messages.
3. Correct the issues.
4. Upload the updated file again.

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Review Vendor Changes

All updates processed through Bulk Vendor Update are recorded in the Vendor Audit Report. 

Use the report to see:

• Which vendor records were updated
• Which fields changed
• When updates were processed 

Vendor updates made through Bulk Vendor Update appear in the same audit history used for other vendor maintenance activities.

Notifications

When vendor payment information has recently been modified, Payment Authorizers will receive an in-application notification during the payment approval process.

This notification helps approvers identify recent vendor payment changes before approving payments. Details regarding the change can also be reviewed in the Vendor Audit Report.

Upload Requirements

For Companies with 10,000 Vendors or Fewer

• One Excel file is downloaded
• File name format: Vendors_mm_dd_yy.xlsx

For Companies with More Than 10,000 Vendors

• A ZIP file containing multiple Excel files is downloaded
• ZIP file format: Vendors_mm_dd_yy.zip
• Individual files are named:
  • Vendors_part1_mm_dd_yy.xlsx
  • Vendors_part2_mm_dd_yy.xlsx
  • Additional files as needed

FAQs

Best Practices