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Suppliers and supplier price lists

The supplier record​

A supplier record holds:

  • Contact details and address.
  • Payment terms — a number of days, plus how those days are counted (for example, from the bill date, or from the end of the bill month).
  • The currency you buy from that supplier in.
  • Two match tolerances, one for price and one for quantity, used when checking the supplier's invoices.

Suppliers cannot be deleted or archived. A supplier you no longer buy from stays in the list.

The supplier price list is not the valuation cost​

Each supplier has a supplier price list: what that supplier charges you, per variant. The supplier price list is the supplier's quoted price, not the cost your stock is valued at. Changing a price on the list never moves the variant's weighted average cost — valuation only ever comes from posting a goods receipt. This is the single most important thing to understand about the supplier price list: it is what you expect to pay, not a record of what you have paid.

There is one live price per supplier per variant. The fields that matter day to day are the unit cost, the currency, the minimum order quantity, the lead time, and the supplier's own part number for that variant.

The primary supplier flag​

A variant can have one price marked as its primary supplier. This flag only affects the order in which that variant's supplier costs are listed on the pricing screens — the primary supplier's cost is listed first. It is a display choice, nothing more. It does not decide what a purchase order line costs: that always comes from the price held for the exact supplier and variant on that order. It does not drive reordering either — reordering follows the order of sources set on the variant's own reorder rule, regardless of which supplier is flagged primary.

Tolerances default to zero​

Both match tolerances default to zero. Left blank, any price difference at all, or any quantity invoiced above what is still uninvoiced against the goods receipt, holds the supplier's invoice for someone to approve. There is no organisation-wide default to fall back on — a tolerance is either set on the supplier, or it is zero.