Managing Suppliers

Overview

Supplier management in Formuley helps you organize your vendor relationships, streamline purchasing, and keep track of orders. This feature is available on the Business plan and above.

Supplier Database

The Suppliers page at /suppliers is your central directory for all vendors. Each supplier record includes:

• Company Name and Contact Name
• Email and Phone
• Address and Website
• Notes for any additional details (payment terms, minimum order quantities, lead times)

To add a supplier, click Add Supplier, fill in the contact information, and save.

Linking Ingredients to Suppliers

Each ingredient in your library can be linked to one or more suppliers. When editing an ingredient:

1. Open the ingredient detail page and click Edit.
2. In the Supplier field, select from your supplier database.
3. Enter the supplier's SKU for this ingredient. This makes reordering straightforward because you can reference the exact product code your supplier expects.
4. Save the ingredient.

Linking ingredients to suppliers enables several downstream features, including grouped shopping lists and pre-filled purchase orders.

Purchase Orders

The Purchase Orders page at /purchase-orders lets you create, track, and manage orders to your suppliers.

Creating a Purchase Order

1. Navigate to Purchase Orders and click Create PO.
2. Select a Supplier from your database.
3. Add line items by choosing ingredients linked to that supplier. The supplier SKU auto-fills for each item.
4. Enter quantities and confirm pricing.
5. Save the purchase order as Draft or mark it as Sent.

Tracking and Receiving

• Update the PO status as it moves through stages: Draft, Sent, Partially Received, Received, Cancelled.
• When a shipment arrives, mark items as received. Formuley can update your ingredient stock levels automatically based on the received quantities.

Invoice Management

The Invoices page at /invoices helps you track supplier invoices and match them to purchase orders. Formuley includes AI-powered invoice parsing that can extract line items, amounts, and supplier details from uploaded invoices, reducing manual data entry.

Shopping List

Formuley automatically generates a Shopping List based on the ingredients in your formulas. The shopping list groups items by supplier, so you can quickly see what you need to order from each vendor.

This is especially useful when preparing for a production run. Select the formulas you plan to batch, and the shopping list calculates the total ingredient quantities needed, factoring in your current stock levels.

Tips

• Keep supplier SKUs up to date. Accurate SKUs prevent ordering errors and speed up the purchase order workflow.
• Use the shopping list before production runs to ensure you have everything on hand and to consolidate orders by supplier.
• Link every ingredient to a supplier when possible. This maximizes the value of auto-generated shopping lists and purchase orders.
• For details on tracking what you spend on ingredients, see Ingredient Library Overview.