Summary:
This article outlines how to prepare and import vendor data into ProviderTrust using the user interface or SFTP. It details file specifications, including required fields such as a unique Vendor Number, properly formatted TIN/SSN, and business identifiers. Vendor data processing rules ensure only the last entry for duplicate vendor numbers is retained. Clear column-by-column descriptions guide accurate file preparation, while validation rules prevent errors. A downloadable sample file template is provided to support correct formatting.
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*A sample file template is available for download at the bottom of this article.
Vendor Data Processing Rules
When processing vendor data, if a Vendor Number appears multiple times within the same file, only the last occurrence of that vendor will be utilized. All previous entries for the same vendor will be disregarded.
In the example below, the vendor number 1234 appears multiple times in the file snapshot. In this case, the information from Row 4 will be retained, as it represents the last occurrence within the file.
- Vendor Number: 1234
- TIN/SSN: 444-55-6666
- NPI: Not provided
- Is Company: FALSE
- Name: Joseph Schmoe
All preceding entries for vendor number 1234 will be overwritten by the data in the final instance.
Vendor File Specifications
| Column | Item | Required/Preferred/Optional | Description |
|---|---|---|---|
| A | Vendor Number | Required |
This must be unique to each individual or business. It may be assigned by the client or, if not provided, should be populated by the client using the EIN number. This field is case sensitive. VendorProof will interpret "AZ123" and "az123" as two distinct vendor records. |
| B | TIN / SSN | Preferred |
TIN (Tax Identification Number) - either EIN (Employer Identification Number) or SSN (Social Security Number for individuals). The number must consist of nine digits, including leading zeros, and may be formatted with or without dashes. This information is utilized to verify exclusions and/or sanctions. Accepted formats include XXX-XX-XXXX or XX-XXXXXXX, with or without dashes.
Files containing invalid TINs will be rejected. |
| C | Client ID | Optional |
Typically used only when employing the sub-client option. If utilizing the sub-client option, please contact VendorProof for sub-client IDs. Files with invalid or unmapped Client IDs will be rejected. |
| D | Is Company | Required |
Enter True if the vendor is a company, or False if the vendor is an individual. The file will be rejected if this column is left blank. |
| E | Business Name | Required (only if "Is Company" = TRUE) |
Legal Name of Business (Example: ABC Company, Inc.) Leave blank if vendor is an individual |
| F | DBA Name | Optional | Doing Business as a Name (Example: Spelling Company of West Point) |
| G | Vendor Category | Optional |
Type or Category of the entity. Can be used to track types of vendors, and pricing can be specific to an entity type (Example: Medical or 300). Unmapped values will fail file. Contact Support for new category mapping. |
| H | DUNS | Optional |
Dun and Bradstreet Number (Dashes can be used or excluded XX-XXX-XXXX or XXXXXXXXX). Non-nine digit values will fail the file. |
| I | NPI | Optional |
National Provider Identifier (10-digits) File will not fail due to invalid (non-10 digit) NPI, but inaccurate information may impact monitoring accuracy. |
| J | Other 1 | Optional | Placeholder field which can be used to store useful information for clients that will not be used for monitoring/verification purposes. |
| K | Other 2 | Optional | Placeholder field which can be used to store useful information for clients that will not be used for monitoring/verification purposes. |
| Columns L through P should only be used for individual monitoring. Leave blank if monitoring an entity. | |||
| L | First Name | Required if "Is Company" = FALSE | First name of the individual being monitored. |
| M | Middle Name | Optional | Middle name or initial of the individual being monitored. |
| N | Last Name | Required if "Is Company" = FALSE | Last Name of the individual being monitored. |
| O | Former Last Name | Optional | Former last name of individual being monitored (Example: Maiden name). |
| P | BirthDate | Optional | Use format MM/DD/YYYY |
| Columns Q through Z can be used both for individual and entity monitoring. | |||
| Q | Address Line 1 | Preferred | Example: 817 3rd Ave N, Unit 310 or 817 3rd Ave N |
| R | Address Line 2 | Optional | In example above, if Address Line 1 is 817 3rd Ave N, Address Line 2 should be Unit 310 |
| S | City | Preferred | |
| T | State | Preferred | Invalid State Abbreviations will be skipped. |
| U | Zip | Preferred |
String value; can be anything provided by the client (no validation)
|
| V | Mailing Address Line 1 | Optional | Column V through Z are used if mailing address is different from business address. |
| W | Mailing Address Line 2 | Optional | |
| X | Mailing City | Optional | |
| Y | Mailing State | Optional | |
| Z | Mailing Zip | Optional | |
| Columns AA through AJ should only be used by VendorProof Engage clients. | |||
| AA | Rep1 First Name | Optional | Columns AA through AH are used to contact representatives of your vendors to complete enrollment in VendorProof Engage. |
| AB | Rep1 Last Name | Optional | |
| AC | Rep1 Email | Optional | Invalid Email address will fail file. |
| AD | Rep1 Phone Number | Optional | |
| AE | Rep2 First Name | Optional | |
| AF | Rep2 Last Name | Optional | |
| AG | Rep2 Email | Optional | Invalid Email address will fail file. |
| AH | Rep2 Phone Number | Optional | |
| AI | End Date | Optional | Sets an end date for vendor monitoring as well as removes the vendor from the client's list of vendors. End Date Format should be MM/DD/YYYY |
| AJ | Licensenumber | Optional |
This is a hidden field. To include license numbers, place the data in the column after "End date". Leave blank unless directed by implementation or client success. |
| AK | EntityID | Optional |
This is a hidden field. Leave blank unless directed by implementation or client success. |
| AL | VendorGroupNumber | Optional |
This is a hidden field, but can be used to group multiple vendor records together. TIN, NPI, or other unique values are often used in this field. Implementation or Client Success may guide clients to use field based on organization's needs. |
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