FooodPosWiki

Suppliers

The list of who you buy from, for every outlet. Code, Name, Contact person, Phone, Email, Address, Tax registration no., Remark and Active, and how a delivery note and the purchases report use them.

Who uses it:OwnerManagerWhere:Back office
On this page

Suppliers is the list of who you buy from: the wholesaler, the drinks distributor, the market stall. A delivery note picks its supplier from this list, and the purchases report is grouped by it.

The list belongs to the whole restaurant. The same supplier delivers to every outlet, so there is no Outlet box on this page.

Before you start

  • Your back office access group needs Suppliers: View to see the list, Edit to add, change or delete.
  • Stock must be in your plan. When it is not, Suppliers is hidden from the menu.

Open Suppliers

  1. In the back office's menu, under MASTERS, click Stock, then Suppliers.

The list, part by part

Suppliers: one list for every outlet.
  1. Suppliers: under MASTERS, in the Stock category.
  2. Search…: finds a supplier by code, name, contact person or phone as you type.
  3. Show inactive: lists the switched-off suppliers too, drawn paler.
  4. + New: adds a supplier. See Add a supplier. Shown only with Edit.
  5. Code: the supplier's short code.
  6. Name: the name as it reads on a delivery note.
  7. Contact: the contact person, with their email under the name. — when neither is filled in.
  8. Phone: the number to ring, or —.
  9. Status: Active (green), or Inactive (grey) for one switched off.
  10. Edit and Delete: change the supplier, or take it away. Shown only with Edit.

The list shows 100 suppliers a page. With more, Previous and Next appear under it, with Page 1 of 2.

The supplier's window, part by part

New Supplier: two boxes are needed, the rest is for your own reference.
  1. Code: a short code for the supplier, up to 20 characters, such as SUP01. No two suppliers may share one. Needed.
  2. Name: the supplier's name as it should read on a delivery note, up to 200 characters. Needed.
  3. Contact person: who you speak to there.
  4. Phone: their number.
  5. Email: their email. It shows under the contact person in the list.
  6. Address: their address, on as many lines as you need.
  7. Tax registration no.: their SST or TIN number, as printed on their invoice.
  8. Remark: anything else worth keeping: delivery days, terms, an account number.
  9. Active: ticked, the supplier is offered in a delivery note's Supplier list. Untick it to stop offering it, without losing it.
  10. Save: saves the supplier. The big green SAVED shows, and the list reads it again. Cancel, or ✕, closes the window and keeps nothing.

Add a supplier

  1. Click + New. The window New Supplier opens.
  2. Type a Code, such as SUP01, and the Name, such as Kedai Runcit Demo Sdn Bhd.
  3. Fill in what else you want to keep: the contact person, phone, email, address, tax number, remark.
  4. Leave Active ticked.
  5. Click Save.

The supplier is offered at once in the Supplier list of a new delivery note. See Stock Documents: record a delivery.

Change a supplier

  1. Click Edit on the supplier's row. The window Edit Supplier opens.
  2. Change what you need.
  3. Click Save.

A delivery note keeps the supplier's name as it was on the day it was typed. Renaming a supplier changes the name on new delivery notes only, so last year's notes still read as the goods arrived.

Switch a supplier off, or delete it

  • Switch off: click Edit, untick Active, then Save. The supplier stays on old delivery notes and in the reports, but no new delivery note can choose it.
  • Delete: click Delete. The back office asks Delete "Kedai Runcit Demo Sdn Bhd"? If it has already been used it will be deactivated instead, so existing records stay intact. Click OK.
    • A supplier never named on a delivery note is deleted: Deleted.
    • A supplier already on a delivery note is switched off instead: Deactivated — still used by stock documents. The note still says who delivered.

To bring a switched-off supplier back, tick Show inactive, click Edit on it, tick Active and Save.

Where the suppliers are used

  • A delivery note: its Supplier list offers the active suppliers, as SUP01 — Kedai Runcit Demo Sdn Bhd. A one-off purchase from somebody not on the list can be typed instead, with Type a name….
  • The purchases report: Other Reports › Stock: Purchases groups what was delivered by supplier.
  • The POS: a delivery keyed on a POS's Stock screen picks its supplier from this list too. See Stock at the POS.

What if…