Where can I find or edit the information on my suppliers?

In the procurement module of Apicbase, you find all information related to your suppliers: the latest orders, contact information, all linked ingredients per supplier, set specific delivery details and more.

  • Click on the "Suppliers" button in the Procurement module.

    • Select the supplier of your choice by clicking the "Open" button. A pop-up will open and you will now be able to see different tabs for the supplier you have selected.

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Supplier Dashboard:

The Supplier Dashboard gives you a summary of the most important insights on this supplier orders. It shows the total order value, last order value, and information on the latest orders:

    • Orders in progress: the orders you created, but have not actually sent out for this supplier.
    • Delivered orders: the orders that were registered in Apicbase as delivered for this supplier.
    • Outstanding orders: the orders that you sent out for this supplier, but the delivery is not yet registered.

    Contact Details:

    In the Contact Details tab, you see the information you have registered on this supplier. You can print this information using the button on the upper right.

    In order to edit the supplier contact details, simply go back to the list of suppliers under Procurement > Suppliers, click the "More" button behind the supplier that you want to change the details of and select "Edit Supplier Details" from the drop-down menu. 

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    You see the same popup as when you created the supplier. You can enter the address of the supplier, your contact person, phone number, VAT number, supplier id, the email address for orders, your customer number at this supplier and link the supplier to your outlets. The customer number that you can enter here is for the overall library, so all outlets in your library. If you have a different customer number per outlet, then the customer number should be entered in the Delivery Details tab.

    WARNING: ❗You can not remove a supplier if this supplier is added to an active ingredient package. 

    Delivery Details:

    In the Delivery Details tab, you will find a list of all outlets that are active in your library. If you click on one of them, you will be able to enter the minimum order amount, specific customer numbers for this outlet and specific ordering details.

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    For example, I should order before 10:00 on Mondays if I want to receive a delivery on Wednesday or before 10:00 on Thursdays if I want to receive a delivery on Saturdays. The must order checkbox can be ticked off if you want your procurement responsible to have a reminder that the order has not yet been made. You can set the email address in the outlet settings. When creating an order, the delivery date that you can set will only allow Wednesdays or Saturdays.

    In this example, the minimum amount is set at 150,00 euros. When sending out an order that does not reach this amount, there will be a notification, but we will not block the order from being sent out. 

    Ingredient List:

    The Ingredient List tab will redirect you to the ingredient list for the supplier you have selected and will show you every ingredient that is linked to this supplier. You can either "Export" this list as an Excel file or print it by clicking the buttons in the upper-right corner.

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