Product Maintenance
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      3. Product Maintenance

      11 | Product-Supplier Options

      This article covers options for Product Suppliers including how Products can be linked to Suppliers within BackOffice. Additionally, this article covers other Supplier-related features of Product Maintenance.

      This article covers options for Product Suppliers including how Products can be linked to Suppliers within BackOffice. Additionally, this article covers other Supplier-related features of Product Maintenance.

      Prerequisites 

      • To access and edit Product Supplier Options, the applicable Operator Privileges will need to be enabled:
        • Operator Maintenance 'Maintenance' Tab
          • All "Products" Flags
        • Operator Maintenance 'Stock Control' Tab
          • Purchasing & Receiving: "Create / Edit Purchase Orders" Flag 

      Preferred Supplier Drop-down

      • The Preferred Supplier for a  Product  can be set by Store using a drop-down which is located on the Store/Pricing Settings tab of the Product Maintenance window
      • The drop-down options will include all of the Suppliers in the System's database along with an option called 'Use Product Setting'

      • If the "Use Product Setting" option is selected, the Preferred Supplier as set in the Product Settings will be used


      • This allows for each Store to have a different Preferred Supplier if required when using Auto PO processes or Requisitions
      • This may be needed in situations where Stores in different locations receive (or prefer to) a Product from Suppliers that are specific to the Stores' location
        • For example, if an Organisation has a Store in Town Centre and a Warehouse Cafe in a Suburb and they also have two suppliers for Coca-Cola, one for each location
        • The customer can configure the Town Centre Restaurant store to have the Preferred Supplier as the Coca-Cola City Whse for their Coca-Cola Products, while the Warehouse Cafe can configure the Coca-Cola Suburban as their Preferred Supplier
        • Even if the customer has a Preferred Supplier set for the Product overall
         

      Multiple Supplier Codes

      • This function is accessible via the Maintain Supplier Codes button when opening the Supplier Links window for a Product
      • To Add a New Supplier Code, go to Product Maintenance and follow the given steps:
        1. First, open the desired Product and select the Suppliers button from the Stock Settings section which will open the Supplier Links window for that Product
        2. From the Supplier Links window, select the Maintain Supplier Codes button from the header section which will open the Supplier Codes window for the Product
        3. Select the Add Product Code from the Supplier Codes window
        4. A prompt will display allowing entry of the New Supplier Code; enter the code and click OK


      • To Delete a Supplier Code, highlight & select the Delete button

      Supplier Product Code Drop-Down

      • To set a Default Supplier Code, use the Edit Mode from the Supplier Links window, then choose the desired Code from the drop-down
      • To enter Edit Mode, either click the Edit Mode button within the header section or double-click anywhere on the list

      • After entering into Edit Mode, a drop-down containing the available Supplier Codes for each Product will be accessible


      • Select the desired Code and click Exit Edit
      • The selected Code will now be the PO Default Supplier Code

      • When creating a PO and adding this Product, the PO Default Product Code will be entered as the Supplier Code

      • If the Supplier Code is changed when creating a new Purchase Order, the following Warning Message will appear; select Yes to set the Supplier Code as the PO Default

      • If no Code is marked as the PO Default, a Supplier Code will not be automatically entered when creating a PO

        



      Multiple Supplier Codes & Receiving Invoices via Supplier Communications

      • When using Supplier Comms to Receive Electronic Invoices , if the Supplier Code for a Product that is received matches any of the Supplier Codes already maintained in the database, the Product will be matched
      • For example, if a Product has two (2) Supplier Codes where one code is used most often and the other is used for a special edition (Christmas packaging in this case), but are otherwise the same Product and should not be duplicated in the database

      • When using Supplier Comms to receive an Invoice which is using an alternate Supplier Code than the Supplier Code marked as PO Default, the Product will be matched when being Received and the PO Default Supplier Code will appear on the Received Purchase Order

       

      • This eliminates the process of selecting a local product when a Supplier Code isn't matched, as seen below
      • After a Product has been selected for a previously unmatched Supplier Code, that Supplier Code will be added the database and will become the PO Default for that Product

      Related Material

      • Multiple Supplier Codes per Product
      • Creating & Posting a New Purchase Order using a Blank P.O.