For buyers

Intake forms and field types

Build the form suppliers fill in, choose field types and how numbers show, add rules, and reuse forms as templates.

5 min read

The intake form is the set of columns suppliers fill in. You build it once, and both the online grid and the Excel template come from it, with the same checks.

Build a form

The form builder is step 3 of the guided setup, and later on CampaignSetup & forms.

Select Add field
The new field opens in the panel beside the list.
Enter a label, choose a type, and tick Required if suppliers must fill it in
The label is the column heading in the grid and in Excel. Write it for the supplier.
Fill in what the type needs
Add Options for a dropdown or multi-select, a Formula for a calculated field, and Help text for anything suppliers often get wrong.
Optional: open Rules
Add a length, a range, a date window, or a comparison. See Rules.
Put the fields in order
Drag a field in the list, or use Move up and Move down. The order is the column order in Excel.
Select Save form
In the guided setup, the button reads Save and continue.

The intake form builder: the list of fields on the left, the panel for the selected field with Label, Type, Required, Help text and a closed Rules section, and under it the sheet suppliers see, with the selected column marked. Below them a Save as a template checkbox and the Save form button. — The list of fields, the panel for the selected field, and What suppliers see, which previews the grid as you work. Open full size Open full size

Field types

Type	Use it for
Text	Descriptions, UPCs, notes.
Number	Counts, quantities, percentages.
Currency	Prices, allowances, costs.
Dropdown (pick one)	One choice from your list.
Multi-select	Several choices from your list.
Date	Start and end dates.
Yes / No	A yes or no answer.
File attachment	A sell sheet or image. Suppliers attach it on the line's page after they submit.
Formula (calculated)	A number worked out from other columns, such as a discount or a margin. Nobody fills it in.

File attachment and Formula fields are always optional, and neither appears in the Excel workbook.

How numbers show

Number, Currency, and Formula fields let you choose how the value shows. The setting changes the display only. The stored value is what the supplier typed.

Type	Your choices
Currency	Always shown as money in your workspace's currency. Set Decimal places.
Number	Shown as Whole number, Decimal, or Percentage (%). Decimal and Percentage also take Decimal places.
Formula	Shown as Whole number, Decimal, Percentage (%), or Currency, and Decimal places for all but Whole number.

A sample value beside the setting shows the result.

Rules

A rule says what a value must be beyond its type. Open Rules at the foot of the field's panel. The grid, the upload read-back, and the server all check it, with the same message.

Rule	Types	Example message
Digits only	Text	UPC must be digits only
Length	Text	UPC must be 12 digits
Allowed values	Number, Currency	Case Pack must be between 1 and 48
Allowed dates	Date	Start Date must be on or after 05/01/2026
Compared with	Number, Currency, Date	Promo Retail must be at most Regular Retail

Change a live form

Once suppliers have filed lines, saving the form creates a new version. Lines already filed keep their values.

Change	What happens
Add an optional field	Nothing changes for suppliers who have already submitted.
Add a required field	Lines without it are flagged Incomplete, and their suppliers get an email. Remind suppliers on the Overview chases them again.
Remove a field	It leaves the grid and the workbook. Values already collected stay on their lines and in exports.

Templates

To save a form for reuse
Under the builder, tick Save as a template, enter a name, and select Save template. Everyone in your workspace can use it.
To apply a template to a draft
Open Import a template, choose one, and select Use template. If the form has fields, the button reads Replace form and replaces them all.
To edit your templates
Go to LibraryIntake forms.

Good to know

Add help text where people make mistakes, such as 12-digit UPC. It shows in the grid and in the workbook.
Percentage adds a % sign and doesn't multiply by 100. Write a formula so it returns 25 for 25%.
A file field can't be required, because a workbook can't carry a file. To insist on a document, ask for it in a detail form once the line is accepted. See Received.
Suppliers can reorder or hide columns in the workbook, and it still uploads.