When to use bulk edit of supplier automation
Bulk edit lets you change supplier automation settings for every existing supplier in a folder in one action, instead of opening each supplier one by one.
Bulk edit only updates existing suppliers in the folder. To set the starting point for new suppliers added later, use folder defaults instead.
Where to find bulk edit
Bulk edit lives inside the folder's automation settings.
Open the folder menu and select Accounting & Automation.
Open the Automation Contacts tab.
Choose the contact type you want to edit - Supplier or Customer.
Click Mass Edit Supplier Automation Settings (or Mass Edit Customer Automation Settings, depending on the contact type you chose).
Editing supplier automation settings in bulk
Once you open the bulk edit form, you see the same fields you would see when editing one supplier - just applied across every supplier of the selected type in the folder.
👉 Which fields can I change in bulk?
The same coding fields that exist on a single supplier's defaults. The exact list depends on your accounting software, but typically includes:
Ledger account
Tax code
Tracking categories (Xero), class and location (QuickBooks)
View detail (Invoice Total, Tax Summary, or Line Items)
Due date rule
Export enpoint
Tax export setting (for Xero)
👉 How to save the changes?
Choose the new value for each field you want to update, leave the rest on Keep settings, and click Save. Datamolino validates the form and queues a background job to apply the changes to every supplier in the folder.
👉 When do the changes take effect?
The update runs in the background. Settings are saved on the suppliers as soon as the job finishes. The new defaults then apply to future invoices from those suppliers. Existing invoices already in the folder are not re-coded by bulk edit on their own.
👉 Can I run the same bulk edit for customers?
Yes. On the Automation Contacts tab, switch the contact type to Customer first. The bulk edit button changes to Mass Edit Customer Automation Settings and the form targets every customer in the folder instead of every supplier.
Keep, change, or clear: what each option does
Each field in the bulk edit form gives you three ways to handle it. This is what makes it safe to mass-edit only the fields you want to change.
Each field can be kept, changed to a new value, or cleared.
Keep settings - the field is left untouched on every supplier. Use this for fields you do not want to change. This is the default.
Change to (new value) - the field is overwritten with the value you choose. Every supplier in the folder ends up with the same value for that field.
Clear settings - the field is reset to blank on every supplier. Use this when you want suppliers to fall back to folder defaults or to no value at all.
You can mix and match across fields in the same save - keep some, change others, clear the rest.
Exporting the Supplier Automation Settings report
If you want to review all your supplier defaults before changing them, or share them with someone, you can export the current settings to Excel.
👉 Where do I generate the report?
Go to Folder Menu and select Accounting & Automation.
Click Automation Contacts.
Click the dropdown arrow next to Mass Edit Supplier Automation Settings.
Select Supplier Automation Settings Report.
👉 What does the report contain?
The report lists every supplier in the folder with the automation defaults saved against them:
Auto-export on or off
Auto-approve on or off
Export destination
Xero approval status
Ledger account
Tax code
Bank Account
Bank transaction type
Tax export settings
Tracking categories
Due date day and type
Currency
View detail
Invoice Description
The report is useful before a bulk edit - you can see exactly which values are about to be overwritten or cleared.
For more on how supplier defaults work in the first place, learn more about supplier defaults. For the bigger picture of how all automation layers interact, learn more about automation in Datamolino.