Database of supplier information, used in various operations, such as sending emails or mapping addresses, as well as for informational purposes.
Manage list of supplier contacts, they emails, phone numbers, positions and more. Tags can be attached to individual contacts, the tags are then mapped to various uses. For example, an "order" tag can be used to indicate which contacts should receive a copy of a purchase order emails.
Manage list of addresses related to the supplier, such as warehouses, offices and repair centres. This addresses can then be used in shipment waybills to / from the supplier, or route planning for a vehicle.
Manage a list of bank accounts, currently used only for informational purposes.
Supplier products are most often line items from the supplier price list(s). Each supplier product must have as a minimum unique supplier code, cost price and description. When the retail products are linked to supplier products, it is possible for the system to calculate realized profit from sales, as well as estimate profit from quotations, which is very helpful for estimating discounts.
Supplier price lists can be imported and re-imported into the system. Currently only CSV format is supported (easily exportable from Excel). When re-importing supplier price list it is important to keep the supplier code the same as in previous imports, so that products that were imported in earlier imports are updated, rather than created second time.
Support for supplier payments relies on capturing invoice information when receiving purchase orders, along with invoice due date. This information is then used to generate a payment schedule with the amount that is due on each day, for each supplier. Payments can then be loaded against invoices to remove them from the payment schedule. This is a powerful feature for cash flow planning.
Purchase orders (also known as POs) are supplier facing transaction used to order stock from a supplier. A purchase order contains 1 or more products, along with their cost prices as per the latest price list from that supplier.
Submit to Supplier
Typically a purchase order is sent as an email to one or more contacts at the supplier. This can also be done automatically upon creating the order.
Request Supplier Confirmation
Optional purchase order receipt confirmation can be requested from the supplier, to ensure receipt. Follow up on unconfirmed purchase orders, in order to minimize the risk of delays.
Stock Take & Invoice Capture
Upon receiving a purchase order, the stock can be checked in into the system, from the purchase order page. This step allows correction of quantity, prices, or line items so that the purchase order is amended to reflect the invoice. Support for barcodes and serial numbers is also available. Invoice information can be captured as part of the stock take.
Supplier payments can be recorded under purchase orders, which helps keep track of unpaid orders.
Supplier enquiries is a transactions used to communicate with a supplier general or product related information, and keep track of it inside the system.
Submit to Supplier
Enquiries can easily be created and emailed to a pre-configured list of supplier contacts. Responses can be recorded into the enquiry. Both email and SMS communication is supported. Internal comments are also supported.
Enquiries can contain supplier products, which can easily be added to an enquiry by various means. Productized enquiry is useful for quotation, confirming stock availability or requesting general product information from the supplier.