Checking supplier data export before procurement

Before you choose a procurement platform, request a sample export of the supplier records finance or a future migration would need. Check fields, identifiers, access rights and whether the export can be repeated. A supplier list does not necessarily include approval history, attachments or every profile field.

Define what you need to retrieve

List the supplier names and IDs, addresses, contacts, status, payment and delivery terms, custom fields and approval information you need. Mark which fields finance needs and which a replacement platform would need. Treat attachments and transaction history as separate export questions.

Use fictional suppliers in a demonstration: one active with several contacts, one inactive or rejected, and one recently changed. Request a full supplier-list export and ask whether a filtered extract is available.

Compare the file with the screen, including blank fields and repeated rows. Use redacted values for sensitive payment details.

Compare the documented routes

Procurify documents an Export CSV action on its Vendors list for users with Vendors access. Published columns include name, address, contact information, External ID and terms, and a separate configurable CSV exporter can select and reorder columns for supported data exports. Ask the vendor to demonstrate whether that exporter can include fields missing from the Vendors-list export.

Precoro guidance says custom supplier fields can be displayed in the Suppliers List and analysed in custom reports. Custom reports can include supplier data attached to certain transaction documents, but such a report is not necessarily a complete supplier master export.

Ask which route contains each required field and which role may run it. Ask the vendor to identify a supported export route for attachments, approval events and sensitive fields, and verify each in a sample.

Supplier Data Export Capabilities: Procurify vs Precoro

Inspect the file

Check encoding, dates, field names and whether IDs stay stable across repeated exports. Rename a fictional supplier, export again and see whether its ID is unchanged. Check how multiple addresses or contacts and inactive records appear.

Give a redacted sample to whoever would import it into finance software or a replacement platform, and flag anything that needs a separate extract. Choose a platform only once you know how to retrieve a usable supplier record under your own access and storage process.

Key Export Metrics to Verify Before Procurement Platform Selection