Creating Suppliers and Supplier Items^M

• Create a supplier

  Each supplier item is linked to a specific producer or supplier. There must therefore be an account for each supplier, which includes product range and delivery details.

  1. Open a new or existing  Account (Creating a new account).
     Note: Assigning the "Supplier" category to an account has no effect on the Purchasing module. You can find suppliers in the search by selecting Suppliers in the  Advanced search options.
  2. The first supplier item must be created from with a master  Item on the  Supplier itemtab by selecting that account as the supplier. (Create a new supplier item in the master article). As soon as one  Supplier item is linked to that account, a new tab Purchasing will appears in the side navigation of the account.
  3. Enter the details for this supplier on the Purchasing tab. They will be suggested directly when creating a new order:
     1. Lead times, Delivery series or Returns series
     2. Order templates and other Presets
  4. Select the account in the top right-hand corner of the same window as   Main supplier if you want to restrict the selection of suppliers to your favourites in the purchasing overview.
  5.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Create a new supplier item in the master item

   Supplier items means items such as they are offered by a specific producer or supplier - with price, container and quality. For each item that is purchased, there can therefore be multiple supplier items - from different suppliers, in various container sizes, of different qualities or purchased under certain conditions.

  1. Open the  master item.
  2. Left-click on   Supplier items in the side navigation. A list of existing supplier items will open.
  3. Activate  Purchasing for this item by clicking on the button in the toolbar.
  4. Click on   New. The input window for a   Supplier item will open.
  5. Select an existing account as  Supplier account or create a new account as needed.
  6. Each new supplier item is activated for  Purchasing by default. However, it can be deactivated by clicking on the button.
  7. Enter details of the purchase container (packaging unit) and contents. The content unit is automatically copied from the original item and cannot be changed.
  8. To be able to enter smaller sub-units, activate contains sub-units.
     Example: Strawberries in a crate
     Container > Crate; Gross contents > 6 kg; Net contents > 6 kg
     Sub-unit Count > 12; Sub-unit > Tray > Gross contents > 0.5 kg > Net contents > 0.5 kg
     Note: Bp Event automatically calculates the missing data.
  9. Enter a Purchase price with an expiry date.
     Note: the supplier item will only appear in the purchasing overview if a price has been specified.
  10. On the   Properties tab, enter allergens and nutritional values that can later be copied to the sales item. Left-click on  Suggested value to copy values from existing supplier items.
  11.  Save and close the supplier item to return to your master item.
  12. To mark a   Supplier item as a favourite, select it in the list of supplier items and click on Standard in the toolbar of the list. This item will be flagged as a standard item in Purchasing and be formatted bold.
• Copy supplier items in the master item

  If you want to use the supplier's account, the container size or item properties for a new supplier item, copy an existing item and change it accordingly.

  1. Select an item from the list of existing  Supplier items
  2. Click on   New >   Copy.
  3. The input window for a new supplier item will open, pre-assigned with all the details of the copied item.
  4. Change any unsuitable details.
  5. To link the supplier item to another master item, change the assignment of the supplier item.
  6.  Save and close the supplier item to return to your master item.
• Create a supplier item without a master item in the supplier account

  Supplier items can also be created in the supplier's account, individually or in a list. They can be linked directly to a master item when they are created.

  1. Open the supplier's address .
  2. Click on  Purchasing in the side navigation and select  Range for a list of available supplier items.
     Note: At least one   Supplier item must be created from within a master item and linked to the supllier account, before the   Purchasing tab will be shown in the side navigation of the account. (Create a new supplier item in the master item)
  3. Click on New in the toolbar of the  Range tab and use the item search to find the master item for which the supplier item is to be created. If the master item itself has not yet been activated for purchasing, it can be activated here.
  4. Double-click on the item to open the input window for a new supplier item directly.
  5. Be sure to enter at least one Price so that the item appears later in the shopping overview.
  6. The new  Supplier item is enabled for   Purchasing by default. Disable it by clicking on the icon if necessary.
  7.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Create several supplier items in the supplier account using a list

  Supplier items can also be created in the supplier's account, individually or in a list. They can be linked directly to a master item when they are created.

  1. Open the supplier's Account .
  2. Click on   Purchasing in the side navigation and select  Range for a list of available supplier items.
  3. To create several items at the same time, click on the expand triangle next to  New list to open a new list window.
  4. Click on   New in the toolbar and Search for an item. Only items that are authorised for purchasing will be found in this search.
  5. Select items in the list by holding down the left mouse button and clicking  Apply.
  6. In the new list, add further details about the items. The item will only appear later in the purchasing overview if a price is also specified.
  7. Confirm by ticking the column OK? that you want to copy the items.
  8.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Create a supplier item without a master item in the supplier account

   Supplier items can also be created without a link to a master item. These items can later be merged with master items by clicking on   Item >  Supplier item >   Link.

  1. Open the supplier Account .
  2. In the side navigation, click on  Purchasing >  Range for a list of available supplier items.
     Note: At least one supplier item must first be created for this account starting from a master item, so that the   Purchasing tab even appears in the side navigation. (Create a new supplier item in the master item)
  3. Click on  New >   New without master item in the toolbar of the tab to open the input window for a new supplier item.
  4. Be sure to enter at least a Name and Price.
  5. The new  Supplier item is enabled for   Purchasing by default. Disable it by clicking on the button if necessary.
  6.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Link a master item to an existing supplier item

  Supplier items that were created without being assigned to a master item from the supplier account and product range must subsequently be linked to master items in order to make them available for purchasing.

  1. Open the master  Item.
  2. Left-click on   Supplier items in the side navigation . A list of any existing supplier items will open.
  3. Click on   New >  Supplier item. The option is only offered if there are supplier items that are not yet linked to a master item.
  4. A list of all  Suppliers that have unassigned supplier items will open.
     Note: Each supplier item can only be assigned to one master item. However, a master item can have several supplier items.
  5. Select a supplier. A list of all unassigned supplier items for this supplier will open.
  6. Select supplier items by holding down the Ctrl key and left-clicking and  Apply. Multi-selection is possible.
  7.  Save and close each copied item individually.
• Link a master item to an existing supplier item

  Supplier items that are created without being assigned to a master item can be subsequently linked to master items in the supplier's range list.

  1. Go to the  Supplier account and click on  Purchasing >  Range. A list of existing supplier items will open.
  2. Open a  Supplier item.
  3. In the top line next to the (empty) item name, click on the expand triangle and assign a master item by clicking   New,  Search or  Recently opened records.
  4.  Save and close.
• Change the prices of supplier items

  The prices of multiple  Supplier items can be edited most easily in a list.

  1. Open the Supplier account and click on Purchasing > Product range.
  2. Click on  Edit prices in list in the toolbar.
  3. Enter an effective date for the new prices at the top of the toolbar, enter the new prices and confirm your changes by ticking the box in the column OK?.
  4.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• Change the assignment of supplier items

   Supplier items can be assigned to master items either in the supplier account or in the master item - but only as long as the item has not been booked in an event or a purchase order. Supplier items can also be  Deactivated in the master item.

  1. Open the Supplier account and click on Purchasing > Product range.
  2. Open the  Supplier item by double-click.
  3. Click on the expand triangle of the linked master item   to open the options for the item and select  Delete assignment.
  4.  Search other master items to link in the same way, or directly open a  New master item.
  5.  Save your input by clicking on the icon in the top left-hand corner of the input window.
• View all deliveries per supplier

  All purchase orders placed with a supplier can be viewed in a list and opened directly.

  1. In the side navigation of the  Supplier account, click on  Purchasing >   Deliveries and select a Period. A list of all deliveries from this supplier will appear.
  2. Open individual deliveries by double-click.