Stock: Purchase Formats and Suppliers
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Purchase Formats and Suppliers
Purchase Formats help us track where each Ingredient comes from and how it's purchased, which in turn will help to maintain accurate stock levels within our Stock system. Suppliers, as you may have guessed, help keep a record of which companies supply your Ingredients.
In this guide, we'll walk you through both, and show how they work together to make the Dines Stock system more precise and organised.
Creating a Purchase Format
To get started, we must first select the Ingredient that we wish to add the Purchase Format to. We can find Ingredients by navigating to Stock > Ingredients, and then clicking on an Ingredient. Then, look towards the top of the page, where you'll see a "Purchase Formats" tab. This is where we will find the Ingredient's unique Purchase Formats.
To create a new Purchase Format, click the green "New Purchase Format" button. This will open a pop-up featuring a handful of details you'll need to fill in.
Here's what each field means:
Supplier | Here, you can input or choose where you get this specific Ingredient from. You may select "Create New Supplier" if needed. |
Stock Format | How is your Ingredient packaged upon delivery? Choose from the A-Z dropdown, or use the "Create New Stock Format" button for a custom entry. |
Conversion Value | How many units are delivered with the package. |
Cost ex VAT (£) | The total cost of the Ingredient delivery, bearing in mind that this is the ex-VAT amount. |
Supplier's SKU | Your Supplier's Stock Keeping Unit. This field is entirely optional. |
When finished, click "Create" to save the Purchase Format.
For example: Jalapeños arrive as 500g jars, delivered six to a box, at a cost of £15.96 ex VAT. For that Purchase Format, Stock Format would be "Box", Conversion Value would be "6", and Cost ex VAT (£) would be "£15.96". Supplier's SKU is optional, so it could be entered as "EVJAL6" to keep things simple.
Put together, this jar of Jalapeños is delivered by El Verde Imports (Supplier), in a Box (Stock Format) of 6 (Conversion Value) jars, which costs £15.96 (Cost ex VAT).
Creating a Supplier
You can set up a supplier directly from the Purchase Format screen using "Create New Supplier", or by navigating to Stock > Suppliers > New Supplier.
The supplier creation screen contains five sections: Supplier Details, Account Details, Financial Details, Ordering Details, and Delivery Details.
Only three fields are essential and must be completed: Supplier Name, Supplier Type, and Orders Email Address. Everything else on the form is optional.
Supplier Details
Supplier Name | The Supplier's name. |
Supplier Type | The Ingredient category they provide. There are twelve options available, plus an "Other" option which captures everything else. |
Notes/Description | Optional additional information about the Supplier. |
Account Details
Account Ref | A unique reference code for the Supplier's account. |
Main Contact | Your primary contact person with your Supplier. |
Contact Phone Number | That person's contact number. |
Financial Details
Contract Expiry | The Supplier contract's end date. |
Payment Terms | Your payment conditions with the Supplier, for example "30 days net". |
Bank Account Name | The account holder's name. |
Bank Account No | The Supplier's bank account number. |
Sort Code | The Supplier's sort code. |
Ordering Details
Orders Phone Number | The Supplier's phone number for ordering products. |
Orders Email Address | The Supplier's email address for ordering products. |
Delivery Details
Weekly Delivery Schedule | The days and times the Supplier delivers. |
Order Cut Off For Deliveries | The deadline for placing an order ahead of delivery. |
Delivery Notes | Any other relevant delivery information. |
Once complete, click "Save" at the bottom of the page to create the Supplier.
If you have any questions or feedback, or a Knowledge Base article you would like to see, please get in touch.
