# Suppliers

You can maintain a list of suppliers for your client. The list can be different for each client. However, it is best practise to keep a unique set of supplier numbers across all of your clients. When entering delivery notes or credit notes, you can then select the relevant supplier from the list. You will also be able to create a suppliers report which will summarise liquor and food deliveries over a period of time. The Sort button allows you to change how the list of suppliers is sorted. It will switch between name and number. You can define whether a supplier is relevant to liquor and/or food deliveries. Double-click on the "Yes"/"No" to change its status. There is no need to include the address details for a supplier, unless you intend to use the Supplier Order report. You should tick the Inc VAT option if the supplier is, for example, a supermarket. If ticked, then cost price changes on delivery notes can be entered inclusive of VAT, making it easier for you as the prices on supermarket receipts will be shown inc VAT. Be aware though, cost prices stored in the outlet will always be ex VAT.

The Add Supplier button allows you to add a new supplier to the list for the current client.

When prompted, type in a number for the supplier. This can be any number but it must be different to all of the supplier numbers already allocated.

Then type in the name of the supplier. You can use up to forty characters.

The Remove Supplier button allows you to remove one of the suppliers defined in the current client.

Click in the name box and then click the Remove Supplier button.

You will be prompted to confirm that you really do want to remove the supplier.

This operation will remove the supplier from the list and all of its associated products and cost prices.

The Renumber Supplier button allows you to assign a different number to one of the suppliers defined in the current client.

When prompted, type in the new number for the supplier.

You should be careful when using this option. If you have already entered deliveries and/or credits for this supplier and you change the number, the reports that you generate may be incorrect.

The Product Details button provides a screen where you can add and maintain products specific to the supplier. The Remove Product button allows you to remove a product that is no longer available from this supplier. Click in one of the columns for the product you want to remove and then click the Remove Product button. You will be prompted to confirm that you really do want to remove the product. The Update Supp Cost Prices button allows you to update the supplier prices with the standard cost prices. You will be prompted to confirm that you want to continue with the operation. The Update Std Cost Prices button allows you to update the standard cost prices with the cost prices from this supplier. You will be prompted to confirm that you want to continue with the operation. If you are not in the most recent audit, a button will be available to Update Future Prices. This will update a supplier's prices in a future audit with the prices from this one. This can be useful if you have been provided with price change information at a late stage, but have already started work on the next stock period. It will save typing in the price changes twice. The Report button allows you to a report of the suppliers products together with the supplier cost prices and the main database cost prices. This report can be used as a crude re-ordering form.
The Add Product button allows you to add products that are now available from this supplier. You are shown a special products screen which allows you to tick those products you wish to add. You can click on them with the mouse to select/deselect or you can type a 'Y' or 'N'. Select the ones you want and then click on the Add button. You will be prompted to confirm that you really want to add them. If you decide not to add them, click on the Cancel button.
The Export Products button allows you to copy the supplier products for this supplier to the same supplier in other outlets. When a supplier changes their prices for a number of pubs, you can change the prices in one outlet and simply copy them to the other outlets using that supplier. You can send them to a specific outlet, all outlets or the outlets in one of the groups that this outlet is assigned to. Choose which option you want and then click OK.

The Export Suppliers button allows you to copy the suppliers defined in the current client to any other client you have set up. You can send them to a specific outlet or all outlets. You will then be prompted for the number of the supplier. Again, you can specify a single supplier to be exported or all suppliers. The supplier(s) you selected will then be copied to the outlet(s) you selected. StockManager will not export a supplier which has the same number as another supplier already defined in the other outlet.

The Comparison Report button will display a report showing products which are common to two suppliers together with their cost prices.

Notes

Once you have added suppliers and used them for deliveries, you should not change the supplier number. If you do, deliveries assigned to one supplier may be re-assigned to another and will result in false information in the suppliers report.

If you do not input your deliveries using the deliveries screen, but simply mark them on the count sheet, add them up and type the totals into the deliveries column, there is no need for you to set up a list of suppliers.

You can also add a supplier to the list when actually entering a delivery note.

Whilst inputting deliveries, if a cost price change is identified and entered, the supplier cost price will automatically be updated.

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