Suppliers & Purchasing
Identify your replenishment needs, and then create Purchase Orders with the Suppliers you manage through Venditan Commerce.
Create Suppliers in Venditan Commerce
Creating suppliers in Venditan Commerce is a fundamental first step in using our purchasing functionality.
You can manage the following basic information against a Supplier.
Name
Names the Supplier.
Code
Provides a reference code for management and tracking.
Address
Added to printed communication.
Contact Information
Collects the Supplier's Phone Number, Email and Website addresses.
Contact Points
Collects the Names and Phone Numbers of important contacts at the Supplier.
Concealed Locations
Conceals this Supplier's information at specified , hiding sensitive information like Cost Prices and Reports.
Notes
Used to add internal reference notes about the Supplier.
Currency
Defines the currencies you use with the Supplier.
Account Number
Used to add your purchase ledger/account number when using an accounting integration.
Payment Terms
Logs the payment schedule you have agreed with the Supplier.
Days to Deliver
Defines a default number of days the Supplier takes to fulfil an order, which helps generate expected delivery dates for Purchase Orders, and website order urgency messaging.
Credit Limit
Defines the maximum amount of credit that can be extended to you by the Supplier.
Our team will set up your Suppliers when you switch to Venditan Commerce, and you can add new Suppliers over time with full training provided.
🔌 Integrate with your Suppliers
Supplier management can be enhanced by integrating Venditan Commerce directly with your suppliers to obtain additional product data and stock information.
We can acquire supplier stock data in several ways, including manual upload, FTP, API, or URL.
This will depend upon the supplier's integration provisions and how deep you need the integration with Venditan Commerce to be.
Link your Suppliers to your products
Supplier Links connect Suppliers to the products you purchase from them. When creating a Supplier Link, you can add the following information:
Lead Time
Cost Price (excluding Tax)
Primary Supplier: Designate a Supplier as the primary option for the linked product.
A product can have multiple Suppliers linked to it.
Supplier Links can be created using the Inventory Updater Tool, bulk product importer, or by directly editing an individual product.
Use the Supplier Replenishment Tool to generate Purchase Orders
Our Supplier Replenishment Tool is designed to replicate your periodic replenishment process.
This tool allows you to evaluate a filtered group of products by first choosing:
Specific Departments, Categories, or Manufacturers/Brands.
The Supplier you are ordering from.
The you are ordering from, e.g., a warehouse or retail store.
The tool will then provide you with recommended replenishment quantities, using:
Your .
Your current Stock Levels.
What is due to arrive from open Purchase Orders.
You will also be provided with a Purchase Order Value. If this value is within the Credit Limit set for the Supplier, it will display green; if not, it will display red to alert you of a potential issue.
The key functions of the Supplier Replenishment Tool are:
Product Selection: Choose the products you want to reorder by marking their checkbox.
Historic Sales Data: Access sales data for the last 30 days to inform your decision-making.
Data Export: Export current Stock Levels to perform manual calculations.
Filterable View: Option to exclude items or show the complete list of segmented products.
Generate a Purchase Order: Generate the Purchase Order directly from the Supplier Replenishment Tool.
Automated Replenishment: Auto-generate new Purchase Orders for review
Automated Replenishment uses your products’ , sales throughput data, and open Purchase Orders to generate new Purchase Orders according to a set schedule automatically.
The generated Purchase Orders are held for review, and your team can make the necessary adjustments before finalising them and sending them to the supplier.
Should you use Automated Replenishment?
Automated Replenishment is ideal for businesses managing a high volume of Purchase Orders across multiple Stock Locations.
This feature could be the solution if your current replenishment process costs your business time. It simplifies replenishment at scale, reducing manual effort and helping ensure stock is restocked promptly and efficiently.
Manually create new Purchase Orders
Manually create new Purchase Orders from within Venditan Commerce.
The typical process is as follows.
Review and Approve the Purchase Order
Review the Purchase Order and build in your approval process for tiered sign-off of Purchase Orders before they are sent to Suppliers.
Import your Purchase Orders
Use of our in-built Purchase Order Management system is encouraged, but optionally, you can continue to generate Purchase Orders externally and then import them into Venditan Commerce.
This will ensure that all orders are tracked and managed within the system for accurate receiving and subsequent updates to your Stock Levels.
Manage your open Purchase Orders
Manage your Purchase Orders efficiently and maintain control over your purchasing process.
Venditan Commerce provides a comprehensive set of tools to review, edit, and track Purchase Orders, ensuring that all aspects of your purchasing are handled effectively.
Key functionality includes:
Listing Purchase Orders: View a comprehensive list of all Purchase Orders, with options to filter and search for specific orders.
Internal and Supplier References: Add internal references and Supplier references to include important details that both your team and the Supplier may need.
Internal Notes: Add internal notes to document relevant information for team members.
Purchase Order Tags: Tag Purchase Orders for improved organisation and automation.
Linked Orders: Manage Purchase Orders linked to specific customer orders, ideal for dropshipping.
Attachments: Attach relevant documents, such as delivery notes, for internal use and record-keeping.
Urgency Flag: Mark Purchase Orders as urgent to prioritise their processing and ensure timely approval.
Generate Purchase Orders for back-ordered products
If you sell products that you don’t have physical stock of, Venditan Commerce will collect these products on the Request to Purchase screen when orders are placed against them.
This screen allows you to review the products your Suppliers need to satisfy backorders.
These orders have no stock allocated to them; effectively, they are held in transit for your review.
Request to Purchase Algorithm
Request to Purchase is powered by an algorithm generated by our stock allocation process.
This is generated every few minutes by assessing all open orders and available stock to determine which orders can be fulfilled and which cannot.
The products that cannot be allocated are listed on this screen and are ready for you to review and raise Purchase Orders for the necessary stock.
The back-ordered products will be added if you already have a Purchase Order open for that Supplier.
This will use the Primary Supplier for the product, but you can select an alternative Supplier if needed.
Run a Stock Take Report
Run the Stock Take Report to obtain a comprehensive snapshot of current Stock Levels for all or a specific subset of your inventory.
This feature allows you to generate a detailed report reflecting the real-time status of your stock.
The report can be exported as a CSV file, enabling you to identify replenishment needs manually.
You can then create Purchase Orders within Venditan Commerce, or externally raise them with your suppliers and import them into the system for accurate tracking.
Receive Reorder Alerts
Receive Reorder Alerts via email when products drop to their specified Reorder Threshold.
This feature automatically monitors Stock Levels for chosen products and sends email notifications when their stock falls below the pre-set threshold.
Venditan Commerce's Automated Replenishment functionality has superseded Re-Order Alerts.
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