Introduction
This article contains information on configuring supplied products as part of the Inventory Management module within Cinchio Back Office.
For clarity, a "Supplied Product" represents an item that:
- Is received from suppliers.
- Is assigned as an ingredient within recipes (or sold as supplied).
- Requires a stock count on a periodic basis.
Creating A New Supplied Product
Step 1: Create The Product
To create a brand new supplied product:
- Head to Product Management > Products.
- Select [NEW BACK OFFICE PRODUCT].
In the New Product page, enter:
- Long Product Name: Enter the name of the product as you know it. (Suppliers do not see this name.)
- Short Product Name: Copy the name into this field.
- Code: Enter your internal code for the product. (Suppliers don't see this. If not required, copy the PLU.)
- Master Group: Select the master group that the product will report to.
- Group: Then, select the group that the product will report to.
- Stock Type: Select Supplied.
You can then set the sizing as covered in step 2 below.
Step 2: Set The Product Sizing
Beneath the product basics, you then need to define the three sizing units for the product.
Some information on sizing is covered below, but you can also Click Here for more details on product sizing.
Base Unit
First, set the Base Unit:
- Base Unit Name: Enter the description of the products base unit.
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IMPORTANT INFORMATION The products "Base Unit" should be a description of the smallest size required for this product. This becomes the products foundation which all other sizes are based off. You'll see this size when linking Supplier Products to this product, and when using this product as an ingredient within recipes |
Stocking Unit
Next, set the Stocking Unit:
- Stocking Unit Name: Enter the description of the products stocking unit.
- Stocking Units: Enter the number of Base Units that are in a Stocking Unit Name.
As a sanity check, using the values entered so far a message will show for you to check that the values make sense.
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USEFUL INFORMATION The products "Stocking Unit" is flexible and depends on the nature of the product. For example, if the product has intermediate pack sizes (e.g. a box that can be broken down into sleeves) then enter the intermediate pack size so that this size is available to users when entering counts. Or if it's a product that is often measured, enter a generic measurement size (e.g. KG or Litre). If this same product is going to be saleable and sold-as-supplied (e.g. a retail product), then the Stocking Size should represent the size of the product when sold to consumers. |
Receiving Unit
Finally, set the Receiving Unit:
- Receiving Unit Name: Enter the description of the products receiving unit.
- Receiving Units: Enter the number of Base Units in the Receiving Unit Name.
As a sanity check, using the values entered so far a message will show for you to check that the values make sense.
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USEFUL INFORMATION The products "Receiving Unit" should be the size that you normally receive this product from suppliers. If the product is received from multiple suppliers in various pack sizes, you'll have the opportunity to add those in later. For now, enter the size that reflects that pack size that you expect to receive most often - this will help your users in the long run when declaring movements and counts. |
Once all sizing has been entered, select [CREATE & ADD MORE DETAIL] as you then need to Supplier Products as covered below.
Step 3: Link Supplier Products To Supplied Products
Now that the Supplied Product is created, you can associate Supplier Products with it.
You can link multiple Supplier Products against the Supplied Product to represent the different packs available when placing orders for this product across various suppliers.
To link a Supplier Product:
- Access the Suppliers tab.
- Select [ADD SUPPLIER].
Then, enter the following::
- Supplier: Select the Supplier from the list.
- Included In Auto Orders: Select whether to include this supplier pack when creating orders using the Valid Products option. (Recommended for frequently ordered products.)
- Supplier Product Name: Enter the suppliers product name which the supplier will see.
- Supplier Product Code: Enter the suppliers product code which the supplier will see.
- Pack Name: Enter a description of the pack size which the supplier will see.
- Pack Size In Base: Enter the number of product Base Units in the Pack Name.
- Supplier Price: Enter the net cost of the product from the supplier.
- Contracted: Select whether or not the cost is contracted. (If contracted, costs can only be updated in this page. If not contacted, costs can be updated within each order.).
- Tax Rate: Select the product tax rate.
- Cost Base: For reference only, the cost per product Base Unit is shown.
- Cost Stocking: For reference only, the cost per product Stocking Unit is shown.
- Enabled: Select this if the product can be ordered from the supplier. (The "Show Enabled Products Only" toggle is available to toggle between seeing all products, or just those which are currently enabled.)
- Split/Case: Select if the product is a split or a case. (For selected EDI-enabled suppliers only.)
If required, select [ADD SUPPLIER] and repeat the process to link additional Supplier Products.
(Note that if a supplier catalogue is enabled for the supplier, then when linking the supplier product to the supplied product, you will be restricted to supplier product settings as per the supplier catalogue. For more information, Click Here.)
Updating Existing Supplied Products
To edit an existing supplied product:
- Head to Inventory Management > Products.
- Locate the required product and select [EDIT] then [PRODUCT].
Within the existing supplied product, you can:
Edit Core Product Details
For information on editing product details not specific to Inventory configuration, Click Here.
Editing Product Sizing
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! WARNING ! The Base Unit of an existing product must not be changed. Click Here for more details. |
If required, the following can be updated within the Product Sizing section of the Product Detail tab:
- Stocking Unit Name: Rename the stocking unit size.
- Stocking Units: Ensure that this reflects the number of Base Units in a Stocking Unit.
- Receiving Unit Name: Rename the receiving unit size.
- Receiving Units: Ensure that this reflects the number of Base Units in a Receiving Unit.
- Display Unit: Select which sizing unit to use for throughout inventory reporting.
If adjusting any product sizing, review the Product Sizing Sanity Check to check that the product sizing makes sense and there are no errors.
Link A New Supplier Product
You can link multiple Supplier Products against the Supplied Product to represent the different packs available when placing orders for this product across various suppliers.
To link a Supplier Product:
- Access the Suppliers tab.
- Select [ADD SUPPLIER].
Then, enter the following::
- Supplier: Select the Supplier from the list.
- Included In Auto Orders: Select whether to include this supplier pack when creating orders using the Valid Products option. (Recommended for frequently ordered products.)
- Supplier Product Name: Enter the suppliers product name which the supplier will see.
- Supplier Product Code: Enter the suppliers product code which the supplier will see.
- Pack Name: Enter a description of the pack size which the supplier will see.
- Pack Size In Base: Enter the number of product Base Units in the Pack Name.
- Supplier Price: Enter the net cost of the product from the supplier.
- Contracted: Select whether or not the cost is contracted. (If contracted, costs can only be updated in this page. If not contacted, costs can be updated within each order.).
- Tax Rate: Select the product tax rate.
- Cost Base: For reference only, the cost per product Base Unit is shown.
- Cost Stocking: For reference only, the cost per product Stocking Unit is shown.
- Enabled: Select this if the product can be ordered from the supplier. (The "Show Enabled Products Only" toggle is available to toggle between seeing all products, or just those which are currently enabled.)
- Split/Case: Select if the product is a split or a case. (For selected EDI-enabled suppliers only.)
If required, select [ADD SUPPLIER] and repeat the process to link additional Supplier Products.
(Note that if a supplier catalogue is enabled for the supplier, then when linking the supplier product to the supplied product, you will be restricted to supplier product settings as per the supplier catalogue. For more information, Click Here.)
Update An Existing Supplier Product (e.g. Cost Price)
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RECOMMENDATION If you need to update multiple products (e.g. a cost price increase), check out the Supplied Product Report. |
Against an individual Supplied Product, you can update existing Supplied Products linked to it if needed.
The following information against a supplier product can be updated:
- Included In Auto Orders: Select whether to include this supplier pack when creating orders using the Valid Products option. (Recommended for frequently ordered products.)
- Supplier Product Name: Enter the suppliers product name which the supplier will see.
- Supplier Product Code: Enter the suppliers product code which the supplier will see.
- Pack Name: Enter a description of the pack size which the supplier will see.
- Pack Size In Base: Enter the number of product Base Units in the Pack Name.
- Supplier Price: Enter the net cost of the product from the supplier.
- Contracted: Select whether or not the cost is contracted. (If contracted, costs can only be updated in this page. If not contacted, costs can be updated within each order.).
- Tax Rate: Select the product tax rate.
- Enabled: Select this if the product can be ordered from the supplier. (The "Show Enabled Products Only" toggle is available to toggle between seeing all products, or just those which are currently enabled.)
- Split/Case: Select if the product is a split or a case. (For selected EDI-enabled suppliers only.)
(Note that if a supplier catalogue is enabled for the supplier, you will be restricted to supplier product settings as per the supplier catalogue. For more information, Click Here.)
Disable An Existing Supplier Product
A supplier product pack cannot be removed from a supplied product. However, it can be marked as disabled to hide it from view and to prevent any future orders from being placed for that supplier product.
To do so, within the Suppliers tab:
- Locate the supplier product within the list.
- Deselect the Enabled checkbox.
Once the product is saved, it will no longer be possible to order that product from the supplier. You can use the "Show Enabled Products Only" toggle to see Supplier Products previously disabled, and to reinstate them if needed.
Assign Allergens & Nutritional Information
For information on assigning allergens and nutritional information against products, Click Here.
Deleting Supplied Products
If a Supplied Product is no longer required it can be deleted, but only once all ties to inventory have been removed.
You can only delete a product if you have rights to do so. Click Here if you do not have rights to delete but believe you should.
The process of deleting a supplied product is broken down into 5 steps:
Step 1: Access The Product
To access the supplied product:
- Head to Product Management > Products
- Locate the required product and select [EDIT] then [PRODUCT].
Step 2: Remove Links To Recipes
The first step is to check that no recipes are using the supplied product as an ingredient.
Within the product:
- Select the Used By Recipes tab.
- If any products show in this list, access the product(s) and remove the current supplied product as a recipe component from those product(s).
Once the supplied product is removed as an ingredient from all recipes, return to the supplied product.
Step 3: Remove Links To Suppliers
The next step is to disable any active supplier products that are linked to the supplied product:
- Select the Supplied tab.
- Against all supplier products linked to the supplied product, untick the Enabled checkbox.
If you need to untick any, select [SAVE & REMAIN].
Step 4: Remove The Product From Inventory
The next step is to change the product stock type, so that it is no longer an inventory product:
- Access the Product Detailed tab.
- Change the Stock Type to Other.
Select [SAVE & REMAIN].
The product is now no longer considered as an inventory product.
Step 5: Delete The Product (Optional)
If required, you can mark the also product as deleted. Marking a product as deleted is simply a way of archiving it. The product isn't truly deleted; it is simply hidden away in the background. This allows you to keep a clean product database containing only active products, whilst retaining the relationship between historical data and old products.
To delete the product, whilst still within the product:
- Select [DELETE].
- Confirm the deletion.
The product is now marked as deleted.
This is a soft delete, so the product can be Recovered if required.