In this guide it will cover: 1) How to set up a supplier list 2) How to import a supplier list
- Go to “Menu costing”/ “Products”/ “Import”
- Click on “New Product Import"
- You can use “Download Product Import Template” or look at “Download Sample Product List”
In Empty Template, you need to fill out the following.
Please see XLS “product import sample:
- Ingredient name - Name of the ingredient supplied from supplier
- Ingredient code - Supplier code supplied by supplier
- Supplier name - The name of the supplier
- Ingredient category – e.g. Fruit & Veg/ Dairy/Meat/Fish & Seafood etc
- Ingredient sub-category (optional) – e.g. Salad/Poultry/Shellfish etc
- Ingredient cost - What the agreed price is (important: do not add currency just numbers)
- Unit size - Size of unit related to cost (e.g. £5.50 for a 6kg box you need to enter 6 here)
- Ingredient unit – Using the above example, you would need to enter in ‘kg’ here
- Ingredient net weight - Rarely used – used only for any drained weight adjustments e.g. a tin of tuna or a tin of beans etc
- Ingredient additional size – Using the above mentioned example you would enter 1 here (so the full item would read as £5.50 for 1x 6kg box)
- Ingredient additional unit – Using the above example this is ‘box’
- Ingredient pack size unit – This will automatically populate if you add in additional size (above), but you can enter yourself if desired. See notes/examples on “product import example with notes”
- Ingredient pack size info – This will automatically populate if you add in additional size (above), but you can enter yourself if desired.
- Ingredient split pack - This is to be used if the supplier allows you to split the pack of the product e.g. 1x 6k box can be split into 2x 3kg boxes - if not filled in the system will automatically default to a ‘yes’ in this column, so if splitting packs is not possible you need to put an “N” in this column
- Ingredient tax value - This is to be populated by yourself if there is any additional tax to be added to this product
- Allergens – Enter ‘Y’ only when the allergen is present, any allergens not present please leave the column blank
Once this is complete and saved you are ready to import
- Go to “Menu Costing”/“Products”/“Import”
- Click on “New Product Import”
Once at the above screen:
- Click on “Select an Import Template Type” and choose “Standard Import”
- Ignore selecting a category
- Ignore selecting a supplier, this will be automatically populated using the supplier information you have entered into the supplier product/price list
- Click on “Select an Inventory Class” and select the appropriate class category e.g. Food/ Beverage/Consumables (if a mix of inventory classes are present in your supplier product/price list, the system will take this information from your import and auto-populate if you have entered this information)
- Click “Browse” and add your saved template
- Click Import
NB: if there are any errors you can adjust your supplier list/template and reimport and then delete the previously imported and incorrect one, or adjust errors on “View Log”
If no errors:
- Click on View
- Tick the box next to name to select all products
- Once all products are ticked, click on “Confirm all products”
- Then click confirm
All products will now be sitting within your system!
Repeat above process for each supplier.
NB: The system works on matching both the “Ingredient code” and “Supplier name”. Please ensure when editing/re-importing/adding to your supplier sheet, you do NOT edit the ingredient code or supplier name in any way.
IF EITHER ARE CHANGED OR DIFFERENT IN ANY WAY (INCLUDING UPPER AND LOWER CASE) IT WILL CREATE A NEW PRODUCT