Vendor Custom Fields & Imports

Setting Up Vendor Custom Fields in Occupier

Custom fields allow you to track additional data that’s unique to your organization. With Occupier, you can easily create and manage Vendor-specific custom fields—making it simple to import and manage the data that matters most to you.

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Steps to Create Vendor Custom Fields

Step 1: Go to Settings

Click on your profile icon in the top right corner of the app, then select Settings from the dropdown.

Step 2: Open the Custom Fields Tab

In the left-hand menu, click on Custom Fields.

Step 3: Select the Vendor Tab

At the top of the page, choose Vendors to view and manage custom fields related to your vendor records.

Step 4: Click Add Custom Field

On the right-hand side, click the Add Custom Field button.

Step 5: Choose Your Field Type

Select the type of field you'd like to add—such as text, number, date, single-select, multi-select, or long text. 

Step 6: Customize and Save

Name your field, set your preferences, and click Submit to save.

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Where Vendor Custom Fields Appear

Once created, your custom vendor fields will be visible on each Vendor record and in the Vendor Table. You can update values by clicking the three dots and the pencil edit icon.

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Importing Vendor Custom Data

When importing vendors into Occupier, your CSV file will include the following standard fields by default:

• Vendor Name

• Vendor Code

• Vendor Address

If you want to include custom vendor fields in your import, here’s what you need to know:

Set Up Custom Fields First

Before importing, custom vendor fields must be created in your Occupier account.

Once your custom fields are set up:

• The corresponding columns will automatically appear on the Vendor CSV template you download from your settings.

• You can then populate these fields in your import file.

Important Notes for Custom Field Imports

• Single Select & Multi-Select Fields
  You can only import values that already exist in your field settings.

  Example: If your field options are “Plumbing,” “HVAC,” and “Electrical,” you can’t import “Landscaping” unless it’s first added as an option.

• Multi-Select Format
  For multi-select fields, enter each value on a new line within the cell.

  Plumbing  
   HVAC
  

Be sure to double-check for formatting, blank spaces, spelling, or value mismatches to avoid import errors.

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Custom Fields Import Common Errors to Avoid

Here are a few tips to help ensure smooth imports and data entry for your vendor custom fields:

• Invalid option in select field

  Error: "Select field has an invalid option: X"
  Fix: Add “X” as a valid option for that field in your Custom Fields settings.

• Non-numeric value in a number field

  Error: "Numeric field must be numeric"
  Fix: Use number formats like 123 or 123.45

• Incorrect date format

  Error: "Date field must be a valid date (YYYY-MM-DD)"
  Fix: Format all dates as YYYY-MM-DD

• Incorrect multi-select format

  Error: "Multi-select values must be entered with new lines"
  Fix: Each option should be on its own line:

  Option A  
  Option B  
  

Click here to learn more about Importing Vendors into Lease Administration