Managing Suppliers
Supply’d lets you order from all suppliers in one place. Managing suppliers in Supply’d streamlines communication, offers real-time performance tracking, and centralised documentation.
At the heart of Supply’d is a powerful but intuitive ordering system that makes it easy to order from all of your suppliers in one place. With streamlined supplier management, you can easily maintain supplier details, track products, and manage purchasing with confidence.
This document will guide you on how to view and manage your suppliers, including:
The Suppliers Page
Selecting Suppliers from the main menu will open the Suppliers page.
The Suppliers page is where you manage all the suppliers from. Here you’ll see a list of every supplier linked to your account, including both Supply’d-connected suppliers and any custom suppliers you’ve added manually.
You may notice that suppliers have colour-coded statuses next to their names:
: A supplier already using Supply’d and selling through the Supply’d Marketplace.
: Refers to a supplier not yet on Supply’d, and that you have manually added to your account.
: A supplier you’ve requested to connect with, but who has not yet approved your request.
From this page, you can:
Search and filter suppliers to quickly find the one you need.
View supplier details, such as contact information, ordering methods, and delivery preferences.
Add new suppliers, either individually or by bulk import.
Edit supplier information if details change.
Set up delivery schedules and ordering rules to streamline your purchasing.
This page acts as your central hub for supplier management, ensuring that all supplier details are accurate and up to date.
👉 You can find the instructions on how to add custom suppliers in the Adding Suppliers & Supplier Groups document.
Supplier Page Tabs
You will see 4 tabs on the page:
Suppliers Tab
The Suppliers tab lists all suppliers associated with your account, including Supply’d-connected and manually added suppliers.
Connect Tab
The Connect tab lists all suppliers available to connect with on Supply’d. Only suppliers that have made their stores public will appear; invite-only stores will not be visible. Clicking on a supplier allows you to view all their information.
👉 See Connecting with a Supply'd Supplier below for further details.
Requests Tab
The Requests tab lists any supplier connection requests. You can approve or decline suppliers you would like to trade with on Supply'd.
👉 See Managing Supplier Requests below for more information.
Groups
The Groups tab shows the suppliers you’ve organised into groups. A Supplier Group in Supply’d lets you manage multiple suppliers together in one place.
👉 See Groups below for more details.
Additional Options
Clicking on the 3 dots in the top right of the Suppliers page will open a menu with additional options.
Smart Purchase
Smart PurchaseOpens the Smart Purchase Order form to use Supply'd Intelligence to automatically suggest the right quantities to order based on stock, sales, and production data.
Smart Purchase Orders in Supply’d are an automated ordering tool designed to help you order the right products in the right quantities, faster and more efficiently. Instead of manually calculating what to order, Supply’d uses real-time data to suggest accurate order quantities for each product.
How it works:
Current Stock Levels: Checks how much inventory you already have.
Past Sales Data: Analyses your historical sales to predict future demand.
Upcoming Production Needs: Considers your planned production to ensure you have enough stock.
Benefits:
Save Time: Reduces manual calculations and order planning.
Reduce Over-Ordering: Avoids excess stock that can tie up cash and storage.
Maintain Inventory Balance: Helps ensure you have enough stock for production and sales without shortages.
Example: If you usually sell 100 chocolate bars a week and have 50 in stock, Smart Purchase Orders might suggest ordering 50 more to meet expected demand, adjusting automatically if production plans or past sales indicate changes.
👉 Refer to the Smart Purchase Orders document for full instructions on using this feature.
Import
This allows you to make changes to supplier details in bulk and import them into Supply’d.
Here is an overview of how to import supplier details in Supply’d:
👉 The import process is explained in more detail in the Bulk Importing Suppliers document.
Export
Selecting Export will open the Export Suppliers form allowing you to export your chosen data type to you computer as a spreadsheet.
Managing a Supplier
Clicking on a supplier will open that supplier's profile page displaying all their details. Here, under the various tabs, you can view their contact details, payment terms, and delivery schedules, as well as see your order history with them. You’ll also find tabs for things like contacts, locations, and orders related to that supplier. From this page, you can easily place new orders, manage existing ones, and keep track of all interactions with that supplier in one place.
This page contains eight tabs, each providing information on different aspects of the supplier.
We will explain each in detail below, including instructions on how to manage the content of each tab. Simply click the relevant tab to view the corresponding details.
About
The About tab provides an overview of the supplier, including their account number, payment terms, Invoice Inbox, supplier groups they belong to, and minimum spend. It also displays useful statistics, such as the number of orders you have placed with them, the total amount spent, and the date of your most recent order.
Contacts
The Contacts tab displays a list of contacts for the supplier.
Clicking on a contact will open that contact’s details.
Adding a Contact
A contact can be added when initially adding a supplier. If you would like to add additional contacts, you can do so here.
Contact Details
First Name
Enter the first name of a representative/contact of the supplier.
Last Name
Enter the last name of a representative/contact of the supplier.
Role/Department
Add the role or department of the contact, eg. Sales Rep, Accounts etc.
Enter the email address for the contact.
Mobile
Add a mobile number for the contact.
Phone
Add a phone number for this contact.
Editing a Contact
To edit a contact:
Select Suppliers from the main menu.
Select the supplier whose contact you would like to edit.
Go to the Contacts tab and select the contact you would like to edit.
The contact's details will open.
Click on the 3 dots in the top right and select Edit Contact.
The Edit Contact form will open.
Update the details following the guidelines for Adding a Contact above.
Click 
to apply the updates.
Removing a Contact
To remove a contact:
Select Suppliers from the main menu.
Select the supplier whose contact you would like to remove.
Go to the Contacts tab and select the contact you would like to remove.
The contact's details will open.
Click on the 3 dots in the top right and select Remove Contact.
You will be asked to confirm.
Click 
.
Locations
The Locations tab displays a list of locations for billing and shipping for the supplier.
Clicking on a location will open that location’s details.
Adding a Location
A supplier’s billing address can be added when the supplier is first created. If a supplier has multiple locations, you can add them here.
Location Details
Location Name* [required field]
Enter a name for this location.
Location Type
Select whether the address is for Billing, Shipping, or both Billing & Shipping.
You can only have one billing address.
Address* [required field]
Enter the supplier's street address.
Suburb* [required field]
Enter the supplier's suburb.
State/Province* [required field]
Select the supplier's state.
Postcode* [required field]
Enter the supplier's postcode.
Country* [required field]
Select the supplier's country.
Delivery Days
The Delivery Days section lets you specify which days the supplier delivers. This helps you plan orders and know when to expect stock.
Delivery Days
Tick the boxes for the days this supplier delivers.
Order Cut-off
Select an order cut-off time.
An order cut-off is the latest time an order must be placed before a delivery day. If you order after this time, that delivery day won’t be available.
Select Not Set if the supplier doesn’t have a cut-off.
Delivery Delay
Enter a delivery delay.
A delivery delay is extra time added between when an order is placed and when it is delivered. It’s used to give the supplier time to process the order before shipping.
Editing a Location
Select Suppliers from the main menu and select the supplier that you would like to edit the location for.
Go to the Locations tab and select the location you would like to edit.
The location's details will open.
Click on the 3 dots in the top right and select Edit Location.
The Edit Location form will open.
Update any details as needed, following the guidelines outlined above for Adding a Location.
Click 
to update the location details.
Removing a Location
Select Suppliers from the main menu and select the supplier that you would like to remove the location for.
Go to the Locations tab and select the location you would like to remove.
Click on the 3 dots in the top right and select Remove Location.
You will be asked to confirm.
Click 
.
Call Log
The Call Logs tab is where you can record and review all communication with a supplier, such as phone calls or visits. It provides a central place to track interactions, ensuring you and your team have visibility over supplier communications.
Clicking on a call log will open the details for that log.
Adding a Call Log
Complete the Form
Supplier
Automatically filled.
Location
Select the location of the call or visit.
Call Date* [required field]
Clicking on the field will cause a calendar to appear.
Select the month, year and day, and the time, then click on Apply.
Call Type* [required field]
Select the type of call or visit - either Visit or Call.
User
Select the user or representative performing the call or visit.
Next Call Date
If a call or visit is scheduled, select the month, year, and day from the calendar.
Notes
Add any notes from the call or visit.
Images
Add any images relevant to the call or visit.
Editing a Call Log
Select Suppliers from the main menu and select the supplier that you would like to edit the call log for.
Go to the Call Log tab and select the call you would like to edit.
The call log details will open.
Click on the 3 dots in the top right and select Edit Call Log.
The Edit Call Log form will open.
Update any details as needed, following the guidelines outlined above for Adding a Call Log.
Click to update the location details.
Removing a Call Log
Select Suppliers from the main menu and select the supplier that you would like to remove the call log for.
Go to the Locations tab and select the call log you would like to remove.
Click on the 3 dots in the top right and select Remove Call Log.
You will be asked to confirm.
Click .
Favourites
The Favourites tab lists all your favourite products from this supplier.
Products ordered from suppliers are automatically added to Favourites, making them easy to find and reorder.
Clicking on a product will open its page, displaying all the details about that product.
👉 To manage these products, refer to the Managing Products document.
Bulk Actions
Clicking the 
button on the Favourites page allows you to make changes singularly or in bulk.
Selecting one or more orders from the list and then clicking the 
button will open a menu with the options for those orders.
Ticking the square beside the 
button will select all products on the list.
Bulk Edit, Export Products & Download
👉 See the Bulk Actions section of the Managing Products document for an explanation of these options.
Remove
From Favourites: This will remove a product from your favourites list.
From Supplier: This will remove the selected products from this supplier, while keeping the products in your system. This is useful if, for example, you switch to buying the product from another supplier.
Products: This will remove the selected products from your Products list.
Products
The Products tab lists all of a supplier’s products. For a custom supplier, this includes all the products you have manually added for them. For a Supply’d-connected supplier, it shows all products available for you to order from that supplier.
Clicking on a product will open its page, displaying all the details about that product.
👉 These products can be managed as explained in the Managing Products document.
If the supplier is a custom supplier, you can add their products by clicking Add + in the top right and following the instructions in the Adding & Updating Products document.
Bulk Actions
Clicking the button on the Products page allows you to make changes singularly or in bulk.
Selecting one or more orders from the list and then clicking the button will open a menu with the options for those orders.
Ticking the square beside the button will select all products on the list.
Bulk Edit & Print Shelf Tickets
👉 See the Bulk Actions section of the Managing Products document for an explanation of these options.
Remove >
From Supplier: This will remove the selected products from this supplier, while keeping the products in your system. This is useful if, for example, you switch to buying the product from another supplier. You will be asked to confirm.
Products: This will remove the selected products from your Products list. You will be asked to confirm.
Favourites >
Add: This will add the selected products to your Favourites. You will be asked to confirm.
Remove: This will remove the selected products form your Favourites. You will be asked to confirm.
Orders
This tab displays a list of all the orders you’ve placed with the supplier, including their statuses, providing a clear history of your transactions.
Clicking on an order will open it, displaying the full details.
👉 Orders can be managed following the guidelines in the Managing Purchase Orders document.
👉 You can place new orders from this page by clicking Add + in the top right and following the instructions in the Creating a Purchase Order from a Supplier section of the Placing a Purchase Order document.
Standing
The Standing tab displays any Standing Purchase Orders you’ve created, which are regular repeat orders set up with this supplier. Here, you can create, view, and manage Standing Purchase Orders.
A Standing Order is a recurring order that is automatically placed at regular intervals for a specific supplier. It ensures that products you regularly purchase are ordered consistently, without needing to create a new order each time.
Clicking on an order will open it, displaying the full details.
👉 These orders can be managed following the guidelines in the Managing Standing Orders section of the Standing Purchase Orders document.
👉 You can create new standing orders from this page by clicking Add + in the top right and following the instructions in the Creating Standing Purchase Orders section of the Standing Purchase Orders document.
Additional Options for a Supplier
Clicking the 3 dots in the top right will open a menu with additional options and actions for this supplier.
Edit Supplier
Opens the Edit Supplier form allowing you to edit the supplier's details.
👉 See Managing Suppliers below.
Smart Purchase
Opens the Smart Purchase Order form where you can create a Smart Purchase Order.
👉 See the Smart Purchase Orders document for details on how to complete this.
Actions > Set Next Call Date
Opens the Set Next Call Date form, allowing you to schedule the next call with this supplier and record the planned date in the system.
Supplier
Automatically entered.
Location
Select the location for the call.
Next Call Date* [required field]
Select the date from the calendar that appears when you click this field.
Import > Products
Opens the Import Products form, allowing you to bulk import products from the supplier into Supply'd.
👉 See the Bulk Importing of Products document for full detail on how to do this.
Export
Export > Products
Opens the Export Products form, allowing you to download a list of the supplier's products and all their details.
Select the fields you would like to include information for and click 
.
Export > Call Logs
Opens the Export Call Logs form, allowing you to download a list of all calls made to and received from the supplier.
Supplier
Automatically entered.
Locations
Select All to download information across all your locations, or choose a specific location.
Click 
to download the information as a spreadsheet.
Remove Supplier
This will remove the supplier.
👉 See Managing Suppliers below.
Editing a Supplier
To edit a supplier:
You can only edit suppliers you have added to your Supply'd account. These suppliers are marked with a 
status on the right-hand side, making them easy to identify.
Select Suppliers from the main menu to open the Suppliers page. Select the supplier you would like to edit.
The supplier's profile page will open.
Click on the 3 dots in the top right and select Edit Supplier from the menu.
The Edit Supplier form will open.
Update any details as needed, following the guidelines outlined above for Adding & Updating Products.
Click to update the supplier's details.
Removing a Supplier
To remove a supplier:
Select Suppliers from the main menu and choose the supplier you would like to remove.
Click on the 3 dots in the top right and select Remove Supplier from the menu.
You will be asked to confirm.
Confirm that you really do want to remove the supplier as the supplier will be removed along with all of their products.
Click .
Connecting with a Supply'd Supplier
The Connect tab lists all suppliers available to connect with on Supply’d. Clicking on a supplier allows you to view all their information and request to connect with them.
To connect with a Supply'd supplier:
Managing Supplier Requests
The Requests tab lists any connection requests from suppliers. You can approve or decline suppliers you would like to trade with on Supply'd.
To review, accept or reject a request from a supplier:
Groups
While the Suppliers tab lists all your individual suppliers, the Groups tab shows the suppliers you’ve organised into groups. A Supplier Group in Supply’d lets you manage multiple suppliers together in one place. This is especially useful if you regularly order from the same set of suppliers, as it saves time and keeps your ordering process more organised.
For example, you could create a Supplier Group for “Refrigerated Suppliers” or “Local Suppliers”. When placing an order, instead of adding suppliers one-by-one, you can select the whole group and quickly order from everyone in it.
Clicking on a group will show all the suppliers in that group.
When you select a supplier from the group, their page will open and display all their details, just like on the main Suppliers page, as outlined in Managing Suppliers below.
Adding a Supplier Group
Supplier Groups can be added by clicking an Add + in the top right and following the guidelines in the Supplier Groups section of the Adding Suppliers & Supplier Groups document.
Editing a Supplier Group
To edit a Supplier Group:
Select Suppliers from the main menu to open the Suppliers page.
Go to the Groups tab and select the group you would like to edit.
Click on the 3 dots in the top right. Select Edit Group.
The Edit Supplier Group form will appear where you can edit the group name.
Click 
to apply the change.
Group members can be edited at an individual supplier level.
👉 See Managing Suppliers above for more information.
How to Remove a Supplier Group
To remove a Supplier Group:
Select Suppliers from the main menu to open the Suppliers page.
Go to the Groups tab and select the group you would like to remove.
Click on the 3 dots in the top right. Select Remove Group.
You will be asked to confirm.
Click .
Filtering & Searching the Suppliers List
The 3 lines beside the 3 dots in the top right corner on the Suppliers page allows you to filter the Suppliers list, while the magnifying glass lets you search for specific suppliers.
Clicking the three lines opens the Filter Suppliers form, where you can access all available filtering options.
Company Name
Filter by the supplier’s name.
Group
Choose a supplier group to only show suppliers that belong to that group.
Type
Filter suppliers by their type:
Custom: Only shows suppliers you’ve manually added.
System: Shows suppliers already on Supply’d.
Buyers Rep
Select the buyer’s representative you would like to filter by.
Next Call Date Range
Clicking on this field will open a calendar for you to select a date range to filter by.
Click 
to set the range.
State
Select a state to filter suppliers based on their location.
Suburb
Select a suburb to filter suppliers by.
Postcode
Select a postcode to filter suppliers by.
Supplier Status
Select a supplier status - either Active or Removed - to filter by.
This allows you to view and re-activate removed suppliers.
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