How To Add or Edit a Stock Supplier
To add or edit a Stock Supplier, follow these steps:
- Go to Stock Control > Stock Suppliers in the IRP Admin left navigation menu.
- To add a new supplier, click the Add New Stock Supplier button above the Search bar.
To edit an existing supplier, click the Edit button on the right side of the row belonging to the Supplier that you want to edit.
- Enter or edit the details on the tabs described below.
Supplier Details tab
Use the Payment Information tab to enter key payment details for the Supplier:
| Setting | Description |
|---|
| Supplier Details |
| Supplier ID |
This is a unique IRP identifier for this supplier. |
| Active |
You cannot delete Stock Suppliers if you have placed purchase orders with them in the past. In this case you can deactivate them to indicate that they are no longer used. |
| Supplier Name |
Enter a recognisable name that will be visible throughout the IRP. |
| Account Number |
This is a unique number, provided by the Supplier, corresponding to your account with them. |
| Currency |
Enter the accepted payment currency for the Supplier. |
| Accepts Back Orders |
A Supplier that does not accept Back Orders can have their Purchase Order marked as Complete if only a partial amount of the requested items are received on delivery. If the Supplier accepts Back Orders, it is assumed that the rest of the Purchase Order will come in at a later date. |
| Supplier Address |
| Address Line 1 |
Enter the first line of the Supplier company address. |
| Address Line 2 |
Enter the second line of the Supplier company address. |
| City |
Enter the town or city of the Supplier company address. |
| County |
Enter the region or county of the Supplier company address. |
| Country |
Select the country of the Supplier company address from the drop-down menu. |
| Postcode |
Enter the postal or zip code for the Supplier company address. |
| Sales Email Address |
Enter the sales email address for this Supplier. |
| Sales Telephone |
Enter the Supplier sales telephone number |
| Fax |
Enter the fax number for the Supplier. |
| Other Phone |
Enter an alternate contact phone number for the Supplier. |
| B2B Details |
| Username |
If applicable, enter the login user name credentials for the Supplier's business website that is used for placing purchase orders. |
| Password |
If applicable, enter the login password credentials for the Supplier's business website that is used for placing purchase orders. |
| Website URL |
If applicable, enter the Supplier's website URL that is used for B2B payment and purchase orders (if applicable). |
| IRP Settings |
| Star Rating |
(Optional) Enter a star rating representing the quality of, or your preference for, the Supplier. This is only displayed for reference within the IRP. |
| Average Lead Time |
This is measured from the moment that you place a purchase order with the Supplier to the moment when that purchase order is completed. It gives you an idea of how long this Supplier takes, on average, to fulfil an order. |
| Implements IRP Automated Ordering |
When you enable this setting, it allows purchase orders to be automatically generated for this Supplier. This will only occur if the following conditions are met:
1) The products are deemed low in stock based on their sales velocity calculations.
2) The product brand allows automatic reordering and automatic level recalculation (see the How To Set Brand Default Suppliers article in this section).
*Any automatically-generated orders will always be added as "Awaiting Authorisation" and can therefore be reviewed before being placed. |
| Send P.O. Email |
If you enable this, an email will automatically be sent to the Supplier sales email address when you place a new purchase order with this Supplier. |
| Logo |
(Optional) Upload a logo for this Supplier. This must be in JPEG format. Click the 'Upload New Logo' button if you make a change. |
| Notes |
| Notes |
(Optional) Enter any notes about this Supplier. |
Click the Update Stock Supplier button to save the details.
Payment Information tab
Use the Payment Information tab to enter key payment details for the Supplier:
| Setting | Description |
|---|
| Payment Settings |
| Credit Limit |
Enter the set credit limit provided by the Supplier (if any). |
| Terms and Conditions |
Enter the provided Supplier terms and conditions of payment. |
| Payment Methods |
Enter all means by which the Supplier will accept payment for purchase orders. Check the Is Accepted or Is Preferred beside the existing Payment Methods or click the Add New Payment Method button to add a new method for this Stock Supplier. |
| Bank Details |
| Account Number |
Enter the Supplier bank account number used to receive payment for purchase orders. |
| Sort Code |
Enter the Bank Sort Code for this Supplier's account which is used to receive payment for purchase orders. |
| IBAN |
Enter the International Bank Account Number for this Supplier which is used to receive payments for purchase orders. |
| SWIFT |
Enter the SWIFT code for the Supplier bank. |
| PayPal Information |
| Email Address |
Enter the Supplier PayPal email address. You can use this to send payments to the Supplier via PayPal. |
| Merchant ID |
Enter the PayPal Merchant ID. You can use this to send payments to the Supplier via PayPal. |
Click the Update Stock Supplier button to save the details.
Purchase Orders tab
This tab will be visible only if there is one or more Purchase Orders against the Supplier. You use this tab to view and potentially edit any Purchase Orders. You can use the search bar at the top of the page to find any purchase order in the system. You can search by Purchase Order ID, Purchase Order Name, Admin User, Stock Location or Stock Supplier and if you expand 'Other Options' you can filter the results by Payment Outstanding, Stock Location, Status and Date Range. For more details, see the Stock Purchase Orders help topic.
Contacts tab
Use the Contacts tab to enter key personal contact details for people within the Supplier's business:
| Setting | Description |
|---|
| Add New Contact |
| First Name |
Enter the first name of the Supplier contact. |
| Surname |
Enter the surname of the Supplier contact. |
| Position |
Enter the position of the contact within the Supplier company. |
| Email Address |
Enter the email address of the contact within the Supplier company. |
| Phone |
Enter the land line phone number of the contact within the Supplier company. |
| Mobile |
Enter the mobile phone number of the contact within the Supplier company. |
| Is Main Contact |
Check this box if this person will be the main contact for this Supplier. |
| Photo |
(Optional) Upload a photo of the person. This must be in JPEG format. |
| Notes |
(Optional) Enter notes regarding the Supplier contact which will be visible within IRP Admin. |
Make sure you click the Add New Contact button or Update Current Contacts button after you have entered or edited the details. Each contact you add will be shown in the Current Contacts grid in the lower part of the page.
Attachments tab
Use the Attachments tab to upload any attachments for this Supplier:
| Setting | Description |
|---|
| Add New Attachment |
| Attachments |
(Optional) Upload any attachments for this Supplier. Click the Browse button to find a locally-saved file. |
Make sure you click the Upload Attachment button after you have browsed to the location of the attachment.
https://www.irpcommerce.com/en/gb/IRPSupport/Stock-Suppliers/kb-208.aspx?HowTo=231#HowToGuide231
How To Set Brand Default Suppliers
To set default Suppliers for brands, follow these steps:
- Go to Stock Control > Stock Suppliers in the IRP Admin left navigation menu.
- Click the Set Brand Default Suppliers button above the Search bar.
The Brand Default Suppliers page is displayed. Here you can define which suppliers are responsible for which brand.
- In addition to fields for the Brand ID, Name and Logo, you can configure the following:
- Default Supplier: This is where you define the default Supplier for the brand. Use this drop-down menu to define the default Supplier to use when reordering items in this brand. Note that this setting for brands is overridden by any Suppliers that you have set against stock items on the StockEdit.aspx page.
- Auto Level Recalculation: If you check this box, the IRP automatically updates the reorder quantity and the minimum stock level values of all items belonging to the brand. The update is based on how quickly the item is selling. This is carried out by the "Update Sales Velocities" and "Update Automatic Reorder Levels" Common Tasks. Higher values are needed for faster-selling stock.
- Auto Reordering: If you check this box, the IRP automatically generates purchase orders for the items in the brand when they are low in stock. (Any automatically-generated orders will always be added as "Awaiting Authorisation" and can therefore be reviewed before being placed.) This is carried out by the "Add Automatic Orders" Common Task.
- Update Stock Suppliers: Check this box to override the Suppliers set against the individual stock items belonging to this brand.
- Click the Update button on the right of the page or, if you are updating all suppliers, click the Update All Brands button at the top of the page.
You can also view statistics for an individual brand by clicking the bar chart icon at the right side of the page. The statistics page that you see is similar to the Supplier statistics page — see the How To View Statistics for a Stock Supplier article in this section for more details.
Updating Default Suppliers in bulk
You can use the Update Default Supplier against Brands setting at the top of the page to update the Stock Supplier against either 'All Brands' or 'Unassigned Brands' based on your selection. Should you wish to also update the Stock Supplier against any stock items within each updated Brand, check the Update Stock Items tick box too. Click the Bulk Update button to carry out the update.
https://www.irpcommerce.com/en/gb/IRPSupport/Stock-Suppliers/kb-208.aspx?HowTo=232#HowToGuide232
How To View Statistics for a Stock Supplier
To view statistics for a Stock Supplier, follow these steps:
- Go to Stock Control > Stock Suppliers in the IRP Admin left navigation menu.
- Search for the Supplier you are interested in and click the bar chart icon at the right side of the page:
- If you are an Admin User with permission to use the IRP Stock Control features, you will be directed to the ProductStockAnalysis.aspx page. For more details see the Stock Log help topic.
- If you do not have permissions to use the IRP Stock Control features, you will be directed to the EntityStats.aspx page where you can view sales statistics for the model. See the section below entitled Using the Entity Stats Page.
Using the Entity Stats page
The EntityStats.aspx) page appears as follows:
The key financial statistics for a selected date range (the last 30 days by default) are at the top of the page. These are:
- % Margin: The standard percentage increase/decrease measure for unit (sale) price to cost price over the selected date range.
- Units Ordered: The total number of units that have been ordered from the Supplier over the selected date range.
- Avg. Cost Price: The average cost price measured over the lifetime.
- Number of Orders: The total number of orders placed with the Supplier over the selected date range.
- Total Profit: The total profit over the selected date range.
- % of Overall Profit: The percentage of the overall profit constituted by the profit in the selected date range.
- % of Overall Sales: The percentage of overall sales constituted by the sales in the selected date range.
- Total Sales: The total sales figure over the selected date range.
Filter options
The filter options are under the key statistics at the top. You can filter by country, order type (web sales, retail sales or telesales), product and date. If you click Other Options under the Search bar, you can filter by brand, category, and model. You can also change the Supplier to view.
When you have selected your filters, click the Apply Changes button and you will see the results returned in the areas below.
Sales charts
The lower section of the page displays the Sales Chart. This plots Total Sales Value on the y-axis against Date on the x-axis. Click the Graph By icon to toggle between month and day graphs. You can hover the cursor over any node on the chart to view summary information.
Scroll down to view the Country Sales Chart. This is a pie chart showing a breakdown of your sales by country. You can hover the cursor over a section of the chart to view summary information for each country.
Order details
To view order details for a Supplier, click the Orders tab. The Supplier Order statistics are shown:
The fields displayed include:
- Order ID: This is the unique ID for an order.
- Date: This is the date when the order was placed with the Supplier.
- Order Item ID: This is the unique ID for the item.
- Stock ID: This is the unique ID for the stock.
- Model ID: This is the unique ID for the model.
- Product: This is the name of the product that was ordered.
- Option: This is the option on the product that was ordered.
- Quantity: This is the quantity of the item that was ordered.
- Unit Price: This is the unit (sale) price of the item that was ordered.
- Cost Price: This is the cost price of the item that was ordered.
- Profit: This is the profit on the item that was ordered (unit price minus cost price).
In the Product Option Sales section you can view key information about option sales, including: Stock ID, Option, Units Sold, Unit Cost, Unit Price, Revenue and Profit.
(Optional) Click the Export Sales Data icon 
to export the data in a variety of possible formats. You can then go on to select from a large number of options by clicking the Advanced button:
Returning to the main Supplier statistics page, you can also view the best-selling items associated with a Supplier by clicking the Best Sellers tab (if available).
https://www.irpcommerce.com/en/gb/IRPSupport/Stock-Suppliers/kb-208.aspx?HowTo=233#HowToGuide233
