Supplier Records

Suppliers are anyone who provides products to the distributor. They can be associated with specific products, which allows for inventory tracking by supplier, assignment of supplier aliases for products, and entry of specific supplier prices. However, any product can be added to a purchase, regardless of if the product is associated with the purchase’s supplier.


Feature Information

  • Functional Area: Administration
  • Roles Impacted: Admin Team
  • Platform: eoStar Backend
  • Plugins: eoStar Core

Permissions

Access Records

This permission controls if a user can access, modify, add, or erase Supplier records. For more information see: Access Records.

Records > Employee > Records > Access Records Panel

  • Suppliers

How to Create a Supplier Record

  1. Go to Records > Supplier > Supplier.
  2. Click New.
  3. Specify the record number by either selecting the provided number or creating your own.
  4. Enter the supplier’s Name.
  5. Enter the supplier’s License #. (optional)
  6. Enter the supplier’s Tax ID. (optional)
  7. Enter the supplier’s Hours. (optional)
  8. Enter a Purchase Entry Note. (optional)
    • The note entered here will be displayed when creating a new purchase for this supplier.
  9. Click Save.

Panels

Batch Info Panel

This panel displays the current inventory levels for products assigned this supplier.

Batch Info Panel

Select a product from the list to view the audit trail information in the lower section.

  • Highlight the Pack field to view the entire audit trail.
  • Highlighting one of the other fields will display the audit trail entries for that field.
  • Click Show Erased Items to include erased products in the grid.
    • Erased products will be highlighted in red.

Beverage Panel

This panel is used to configure the supplier’s location, type, and excise tax settings so taxes on products purchased from them are calculated and reported correctly.

Beverage Panel

  • Select the supplier’s Location:
    • Supplier is located in-state – Select this option if the supplier resides in the same state as the distributor.
    • Supplier is located out-of-state – Select this option if the supplier resides in a different state than the distributor.
  • Select the supplier’s Type:
    • Normal Supplier – Select this option if the company acquires good from the manufacturer and sells them to distributors.
    • Wholesaler – Select this option if the company is a distributor who also sells to other distributors.
    • Brewer – Select this option is the company is the manufacturer.
  • Select the supplier’s Excise Tax information:
    • Pay excise tax directly to state – The distributor is responsible to calculate and pay any excises tax directly to the state.
    • Pay excise tax to supplier (via AP export) – The distributor pays any excise tax to the supplier, who then pays it to the state.

Billback Customers Panel

This panel is used to assign the customer(s) to use when generating bill-backs to the supplier for rebates and/or samples.

Billback Customers Panel

Rebate Bill Back Customers

  • Select the Default Customer to use when generating rebate bill-backs for this supplier.
  • Select any Warehouse Overrides.
    • These customer(s) will be used instead of the default customer when the rebate bill-backs are for the listed warehouse.

Samples Bill Back Customers (Added with the Samples plugin)

  • Select the Default Customer to use when generating samples bill-backs for this supplier.
  • Select any Warehouse Overrides.
    • These customer(s) will be used instead of the default customer when the samples bill-backs are for the listed warehouse.

Contacts Panel

This panel contains any contact information, phone numbers, email addresses, and decision data for the selected customer. The panel may have as many contacts as required and can be rearranged to designate the primary contact.

Contact Panel
  1. Click Add Contact to add a contact.
  2. Enter the Name of the contact.
  3. Enter the Title of the contact at the customer’s location.
  4. Enter the contact’s preferred salutation. (optional)
  5. Enter the contact’s primary Phone number.
  6. Select the type of primary phone number: OfficeHome, Cell, Fax, or Other.
  7. Enter the contact’s secondary Phone number (optional).
  8. Select the type of secondary phone number: OfficeHome, Cell, Fax, or Other.
  9. Enter the contact’s email address.
  10. Select the type of email address: OfficeHome, or Other.
  11. Check the appropriate flags based on the contact’s responsibilities:
    • Check Owner if the contact is the owner of the business.
    • Check Buyer if the contact makes buying or purchasing decisions for the supplier.
    • Check Can Order if the contact can place orders for the supplier.
    • Check Can Decide if the contact can make decisions for the supplier.
    • Check Payables if the contact handles accounts payables for the supplier.
    • Check Service if the contact handles service calls for the supplier.
    • Check Auto Email to have eoStar automatically send an email to this contact as a purchase confirmation.
      • A valid email address must be filled in for auto emailing to work.
  12. Select the contact’s Preferred Contact method: Office Phone, Home Phone, Cell Phone, Fax, Email, or Text Message.
  13. Enter a Note about the contact (optional).
    • This can be used to include additional details about the contact.
  14. Enter a CRM Note (optional).
    • This note will be displayed in the customer contacts section of the Customer Center CRM application.
  15. Repeat this process for any additional contacts at the customer’s location.
  16. Click Select to move a contact to a different position in the list.
  17. Click Move Selected Contact Up to move the selected contact to a higher position in the list of contacts.
    • The first contact listed on the Contacts Panel is the primary contact, and will be the default contact for the supplier.
  18. Click Move Selected Contact Down to move the selected contact down to a lower position in the list of contacts.
  19. Click Delete Contact to remove the contact.
  20. Click Post to save updates.

Dates Code Panel

This panel is used to set how date codes should be handled for product purchased from this supplier. (Added with the Date Code plugin)

Date Codes Panel

  • Select the Primary Label date code format.
    • This format can be overridden at the brand and/or product level.

  • Set the shelf life threshold for Cases received.
    • This threshold can be overridden at the brand and/or product level.
  • Set the shelf life threshold for Kegs received.
    • This threshold can be overridden at the brand and/or product level.
Note

Purchases with products that have a remaining shelf life less than the threshold assigned here will alert the receiver and display a notification on the put away screen.

Location Panel

This panel is used to enter the supplier’s physical location and mailing address.

Location Panel
  • Enter the supplier’s Ship To name.
    • The Ship To address is the location where deliveries are dropped off.
  • Enter the supplier’s Street address.
  • Enter the supplier’s City and State.
  • Enter the supplier’s Zip Code.
  • Check Mail To = Ship To if the mail to address is the same as the ship to address.
    • If it is not, fill in the Mail To information with the correct mailing information for the customer.
    • The Mail To address is where billing information is sent for the customer.
  • Enter the supplier’s Latitude coordinates.
  • Enter the supplier’s Longitude coordinates.
  • Click Clear Coordinates to delete the current entries in the Latitude and Longitude fields.

Map Panel

This panel uses Google Maps to pinpoint the exact location of the supplier.

Map Panel

  • Use the menu to switch between the Map and Satellite views.
  • Use the mouse’s scroll wheel to zoom in and out.

Marketing Panel

This panel is used to record a description of the supplier.

Marketing Panel

  • Enter a Description of the supplier.
  • The Supplier image URL is not currently used.

Notes Panel

This panel allows users to make notes about the supplier. Notes are stored in the order they are entered and cannot be edited or deleted.

Notes Panel

  • Type the note into the text box at the top, click Add, then click Post to save the note.
  • Check/uncheck Active to activate/deactivate notes.
  • Select Show all notes to view inactive notes.

Objectives Panel

This panel lists any objectives associated with this supplier. (Added with the Objectives plugin)

Objectives Panel

  • Check Show Descriptions & Comments to display recorded comments below the objective’s detail line.
  • Use the key at the bottom to determine if an objective is Not Done, Succeeded, or Failed.

Pallets Panel

This panel is used to set the default pallet(s) that product received from this supplier will be placed on.

Pallets Panel

  • Select the supplier’s Case Pallet.
  • Select the supplier’s Keg Pallet.
  • Select the supplier’s Extra Pallet #1.
  • Select the supplier’s Extra Pallet #2.
  • Select the supplier’s Extra Pallet #3.

Products Panel

This panel lists all the products associated with this supplier at Records > Product > Records > Suppliers panel.

Products Panel

  • Click Show Erased and Discontinued Items to include those products in the table.
    • Discontinued products are highlighted in gray.
    • Erased products are highlighted in red.

Rebates Panel

This panel is used to set up supplier rebates. In most cases, rebates are given as a percentage of the difference between the supplier’s suggested price-to-retail (PTR) and the actual selling price of a product, up to a maximum rebate amount. However, eoStar also supports rebates for a fixed amount and allows for both types to be setup with tiered rebates based on the selling price.

Alert

Rebates created as part of promotions will always be overridden by rebates setup at the supplier level.

Rebate Qualification Logic
Alert

Fractional cases cannot qualify for rebates, only full cases and pallets can get a rebate.

Which rebate a product qualifies for is determined in two steps:

  1. Filter rebates by date range:
    • The rebate(s) that start last will be used.
    • If they all start on the same date, the rebate(s) that end first will be used.
  2. Once the eligible rebate(s) have been determined, use the product’s selling price to establish which, if any, of the rebates the product qualifies for:
    • If the rebate(s) only use Net PTR, use the rebate with the Net PTR the selling price is closest to without going over.
      • In the event the selling price is higher than the largest Net PTR, no rebate will be applied.
    • If the rebate(s) also use Suggested PTR, use the rebate with the Net PTR the selling price is closest to without going under.
      • In the event the selling price is too low to qualify for the lowest Net PTR, the lowest Net PTR rebate will still be applied.
      • In the event the selling price is higher than the Suggested PTR, no rebate will be applied.
Note

The selling price is determined after any promotions, adjustments, and/or other discounts are applied.

Delivery and freight charges are not included in the selling price.

Rebate Calculation Logic

Rebate amounts can be calculated in two ways:

  1. Fixed amount:
    • If the rebate only uses a Max Allowance, the max amount will always be used as the rebate amount.
  2. Percentage of difference:
    • If the rebate also has a Split Percent, the rebate amount is calculated as: (Suggested PTR – Selling Price) * Split Percent = Rebate Amount.
      • If the resulting rebate amount would be larger than the Max Allowance, the Max Allowance will be used as the rebate amount instead.
Rebates Types

Depending on the type of rebate being entered, the information required changes. The following sections provide descriptions and examples for setting up common rebate scenarios.

Static Rebate

A single rebate is available based on if the product is sold for less than a specified price.

This type of rebate only requires two pieces of information to be entered in eoStar:

  • The maximum selling price that qualifies for the rebate – entered as the Net PTR.
  • The rebate amount – entered as the Max Allowance.

 

Example: If the product is sold for less than $40, the distributor will receive a rebate of $1 from the supplier.

Suggested PTRNet PTRSplit PercentMax Allowance
$40.00$1.00
Static Tiered Rebate

Different rebates are available for the same product based on the actual selling price.

  • Only the rebate with the Net PTR the selling price is closest to without going over will be applied.

This type of rebate requires multiple static rebates to be entered for the product and each of them must use the same date range.

 

Example 1: If the product is sold for $35, the distributor will receive a rebate of $1 since $40 is the closest Net PTR without going over.

Example 2: If the product is sold for $23, the distributor will receive a rebate of $2 since $30 is the closest Net PTR without going over.

Suggested PTRNet PTRSplit PercentMax Allowance
$40.00$1.00
$30.00$2.00
$20.00$3.00
Note

Adding a Suggested PTR will change the rebate logic to look for the rebate with the Net PTR the selling price is closest to without going under. In this scenario, each rebate should use the same Suggested PTR.

Percentage Rebate

A single rebate is available if the product is sold for less than the suggested price, but the rebate amount is a percentage of the difference between the suggested and actual prices.

This type of rebate requires three pieces of information to be entered in eoStar:

  • The supplier’s suggested price – entered as both the Suggested PTR and the Net PTR.
    • Any selling price below the Suggested PTR is eligible for this type of rebate, but the Net PTR is still required even though it does not have any effect in this scenario.
  • The percentage used to calculate the rebate amount – entered as the Split Percent.
  • The maximum rebate amount allowed – entered as the Max Allowance.

 

Example 1: If the product is sold for $35, the distributor’s rebate will be 35% of $40 – $35, which is $1.75.

Example 2: If the product is sold for $30, the distributor’s rebate would be 35% of $40 – $30, which is $3.50. However, since the maximum rebate allowed is $3, the calculated amount of $3.50 is reduced to $3.

Suggested PTRNet PTRSplit PercentMax Allowance
$40$4035%$3.00
Percentage Tiered Rebate

Different rebates are available for the same product based on how far below the suggested price it sells for, but the rebate amounts are a percentage of the difference between the suggested and actual prices.

  • Only the rebate with the Net PTR the selling price is closest to without going under will be applied.

This type of rebate requires multiple percentage rebates to be entered for the product and each of them must use the same date range.

 

Example 1: If the product is sold for $45, the distributor’s rebate will be 25% of $50 – $45, which is $1.25.

  • The selling price is closest to the $40 Net PTR, and since it is also above $40 it is the closest without going under.
  • Since the $40 Net PTR rebate has a Max Allowance of $2, the calculated amount of $1.25 is used.

Example 2: If the product is sold for $28, the distributor’s rebate will be 75% of $50 – $28, which is $16.50, but reduced to $10.

  • The selling price is closest to the $30 Net PTR, but it is also under $30, making the rebate with the $20 Net PTR the closest without going under.
  • Since the $20 Net PTR rebate has a Max Allowance of $10, the calculated amount of $16.50 is reduced to the maximum of $10.
Suggested PTRNet PTRSplit PercentMax Allowance
$50.00$40.0025%$2.00
$50.00$30.0050%$5.00
$50.00$20.0075%$10.00
Create a Supplier Rebate
  1. Either select the Item to add a rebate for or use the Add via Selector tab to select multiple products.
  2. Set the From date the rebate will take effect.
  3. Set the Thru date the rebate will end.
  4. Enter the Suggested PTR, Net PTR, Max Allowance, and Split %.
    Note

    Please refer to the examples in the Rebate Types section above to determine which of these fields is necessary for your rebate.

  5. Select the Warehouse the rebate applies to.
  6. Click Add to create the rebate.
  7. Repeat this process for additional rebates.
  8. Click Post to save the rebates.

Sales Panel

This panel creates either trend or sales reports for a given time frame using the Sales Analyzer. For additional information, see the Sales Analyzer.

Sales Panel

The sales panel utilizes the sales analyzer functionality, except it is limited to sales of product assigned to the supplier.

Temp Audit Panel

This panel is used to set up and review arrival temperatures for incoming purchases from the supplier.

Temp Audit Panel
Temperature Auditing

  • Check Require temperature audit for purchases from this supplier to make recording the arrival temperature a required part of receiving a purchase through the purchase tracker.
  • Enter the Min Alert Threshold for arrival temperatures.
    • If a purchase for this supplier is received with a temperature below this threshold, an alert will appear to notify the user they entered a very low temperature.
  • Enter the Max Alert Threshold for arrival temperatures.
    • If a purchase for this supplier is received with a temperature above this threshold, an alert will appear to notify the user they entered a very high temperature.
History

This table displays purchases received during the specified date range and includes the recorded Arrival Temperature.

  • Set the From and Thru dates to view purchases from and click Load.

Terms / AP Panel

This panel is used to record the payment terms and general ledger information for the supplier. Typically these terms are only used for reports. However, when exporting supplier bills to an accounting system, this information can supply an approximate due date for payments.

Terms / AP Panel
Terms Type

  • Enter a Description for the terms.
  • Select the type of term used by this supplier:
    • Standard – Will use the When Due and Early Pay Discount settings to configure the terms.
    • COD – The supplier requires payment upon delivery.
    • Prepaid – The supplier requires the distributor to pay for shipments in advance.
When Due

This section is only available when the Standard terms type is selected.

  • Select when payment is due to the supplier:
    • Dues in # of Days – Payment is due a set number of days after the purchase is delivered.
      • Set the number using the Net Due In XX Days spinner.
    • Due on Day of Month – Payment is due on a specific day of each month for all purchases delivered since the last payment day.
      • Set the day using the Net Due on Day XX of the Month spinner.
    • Due at End of Month – Payment is due on the last day of the month for all purchases delivered during the month.
Early Pay Discount

This section is only available when the Standard terms type is selected.

  • Set the Discount % to apply if the bill is paid early.
  • Set the number of Days after delivery the early pay discount is available.
General Ledger and Accounts Payable

These five settings are only necessary if you are exporting supplier bills to an Account Payable system.

  • Enter the Vendor ID for AP System.
  • Enter the Division for AP System.
  • Select the supplier’s GL Payables Account.
  • Select the supplier’s GL Accrued Payables Account.
  • Select the supplier’s Warehouse for Payables.
  • Select the supplier’s GL Group.

 

  • Select the supplier’s EDI Partner.
    • This is only necessary if purchase information will be communicated via EDI.

Web Panel

A web page for the supplier may be entered in this panel.

Web Panel

  • Enter a description of the web page in the Record Description for Online Reference field.
  • Enter the web address in the URL field.
    • Once entered, the web page will be displayed in the white space below the URL field.
  • Click the Open URL in browser… link at the bottom of the panel to open the web page in your internet browser.
  • Click Post when finished.

The supplier’s logo can also be loaded:

  • Click Clear to delete the logo.
  • Click Paste to upload a copied image.
  • Click Browse to select a .bmp, .jpg, or .gif file to upload.

Reports Panel

This panel shows any reports related to Supplier records. For more information, see the Reports Panel article.

Updated on May 9, 2019

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