Purchasing Info

Purchasing Information helps ensure products are correctly configured for purchasing and supplier processes, reducing manual setup and improving accuracy.

When adding products in bulk, Purchasing information is entered into the CSV spreadsheet before it is imported into Supply’d. These fields provide information about the supplier and purchasing arrangements for the product, including the supplier’s name, contact details, preferred status, and other relevant purchasing information. Completing these fields helps ensure products are correctly set up for purchasing and supplier-related processes.

👉 See the Adding Products in Bulk document for details on downloading the template and importing the information into Supply’d.

👉 See the Product Info, Label Info, and Sales Channel Info documents for details on completing the respective information in Supply’d.

👉 For details on adding products one at a time, refer to the Adding a Product doc.

This document explains the Purchasing fields and provides guidance on completing them in the spreadsheet.

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Completing the Purchasing Info

1

Select the Information

Following the instructions for Adding Products in Bulk, document, tick Purchasing Info in the Fields section in Step 3.

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2

Complete the Purchasing Info

Complete the template by opening it in a spreadsheet application, such as Excel or Numbers, and entering the required information. Follow the instructions provided, using the downloaded sample data as a reference when entering your information.

• Follow the column headings carefully.

• Do not change column names.

• Leave ID field blank for new records.

• Delete any sample data before importing.

When updating purchasing info, you can remove any columns from the CSV that you do not need to update. Keeping only the fields you want to change makes the import easier to manage and reduces the risk of unintentionally changing other product information.

For example, if you only want to update the Price and Category, keep the Product ID, Price, and Category columns and remove the other fields from the CSV. Any fields that are removed from the CSV will not be changed during the import.

Important: Keep the ID column for every product you want to modify. The Product ID identifies the specific existing product that Supply’d should update when the CSV is imported.

Important: The title row should remain in the document in order for the system to match the columns when imported. You should remove the sample data before importing otherwise the system will create custom customers with the sample data.

Supplier Name

The name of the supplier for this product.

A product can be purchased from multiple suppliers. If you need to create a product with multiple suppliers, enter the product on a separate row for each supplier.

Make sure all product information that is not supplier-specific, such as the SKU, barcode, product name, and other relevant columns, is entered exactly the same on each row. Only the supplier-specific information should differ between rows.

Sku

The SKU of the product.

This should be a unique identifier for the product. The same SKU cannot be used on multiple products. The SKU is used to match products when updating so it is strongly recommended not to leave blank.

Supplier Sku

The SKU or unique identifier for this product to be used when sending orders to the supplier. Leave blank to use the SKU for the overall product.

Barcode

The barcode of the product.

Supplier Barcode

The suppler's barcode for this product used for receiving stock with this barcode. Leave blank to use the overall product barcode.

Brand

The brand or the manufacturer of the product.

Supplier Brand

The brand of the product being bought. Leave blank if the same brand as the product.

This is useful when you have the same product available from different brands or suppliers.

Name

The product name.

Image

Allows you to upload a product image to Supply'd.

We recommend a square image at least 640 x 640px with a transparent background such as a PNG file. JPG uploads are also supported if transparent images aren't available.

Category

The category on your supplier profile that you would like this product to sit under.

Is Discontinued

Whether this item is discontinued. Type "Yes" if the product is discontinued.

Size

The unit size of the product to be used in conjunction with the Size Measure field.

Size Measure

The unit size measurement, eg. g, oz, l etc., of the product to be used in conjunction with the Size Unit field.

Supplier Size Measure

The unit size measurement, eg. g, l, kg etc., of the product to be used in conjunction with the Supplier Size field.

Supplier Size & Supplier Size Measure

These fields control how items are tracked in Inventory and should be decided based on how you want to manage stock.

For example, with a 15 kg bag of sugar:

• If you track it as a single 15 kg bag, set Size = 15 kg and leave Supplier Size blank.

• If you track it in 1 kg units, set Size = 1 kg and enter Supplier Size = 15 kg.

Keeping this consistent helps if you switch suppliers or use multiple suppliers with different package sizes, making inventory management and reporting simpler.

If you do not need a Supplier Size (and Supplier Size Measure), and you want to keep stock as simple units, leave these fields blank. The system will recognise this and track inventory in units rather than by weight or another measurement type.

This is useful when the measurement is not important, or when the item is too small for weight to be practical.

For example:

• Cello bags - Each bag weighs almost 0g, so tracking them by weight adds little value. It is much easier to count them as individual units for selling and production.

• Sugar decorations for cupcakes or cookies - These are also very light, and during production you usually count how many decorations are needed rather than weigh them. For example, you may place a specific number on each cupcake or cookie.

Buy Carton Qty

The number of units in a carton. Applicable to products purchased by the carton.

Buy Price

Enter the wholesale price for a unit or carton, excluding taxes (such as GST), depending on your choice in the Purchase By field.

Buy Tax Type

Whether tax (such as GST) applies to this product when purchasing. If it does, enter the type of tax, eg. GST.

Supplier Size

The weight/size of a single unit. Leave blank to ignore if the same size as the product.

Buy Currency

The currency used to buy this product.

In Preferred

Enter Yes if this supplier is the preferred source for purchasing this product."

If Yes, the system will add this supplier to your favourites, suggest them first when purchasing the product, and use their costs for product cost calculations

Minimum Qty

The minimum order required for this supplier.

You will be unable to order less than this quantity of an item.

Leave blank for no minimum.

Qty Multiple

The quantity multiple set for this supplier.

Orders can only be placed in multiples of this amount. For example if set to "5" you will only be able to order 5, 10, 15, 20 etc.

Leave blank for no order multiple.