Suppliers: setup, documents and import
All plans
Add your suppliers with their tax and health registration details, keep their certificates, import them from Excel and see what each one sells you.
What it is for
The supplier record brings together in one place who sells to you, how to contact them, their tax and health registration details and their certificates. From there, each ingredient knows who it is bought from, orders are sent to the right email and the HACCP plan has its list of approved suppliers.
It is kept by whoever does the buying or looks after quality. It is best to add suppliers before your ingredients: the ingredient import only links the supplier if it already exists with the exact same name.
Before you start
- It is available on all plans, under Purchasing › Suppliers.
- Gather for each supplier: trading name, legal name, tax ID, health registration number, ordering email and phone. Have their certificates to hand as PDFs.
Add a supplier
Click Add supplier. The record opens with these fields:
| Field | What it is for |
|---|---|
| Name (required) | What you call them in the bakery. It is the name searched for when assigning it to ingredients and in the import. |
| The address Recipok sends purchase orders to. | |
| Internal Number | Your supplier number. Recipok suggests the next one. |
| Legal name, Tax ID type and Tax Number | The tax details. The Tax Number prevents the same supplier being created twice. |
| Health Number | The supplier’s health registration. The HACCP plan includes it in the approved suppliers annex. |
| Phone, Phone 2, Fax, Web site | Contact details. |
| Address and Business address | The billing address and the collection or warehouse address. |
| Observations | Delivery days, minimum order, contact person… |
Click Confirm. If you connect Recipok with your invoicing software, the tax details travel with the supplier.
| Name | Tax Number | Health Number | Documentation | ||
|---|---|---|---|---|---|
| Lácteos Norte | B12345678 | 15.01234/LU | pedidos@lacteosnorte.es | 2Manage | Ingredients · Edit |
| Harinas del Sur | B87654321 | 20.04567/SE | comercial@harinasdelsur.es | Manage | Ingredients · Edit |
| Granja El Prado | B11223344 | 14.00987/CO | info@granjaelprado.es | Manage | Ingredients · Edit |
- 1Import from the Excel template; next to it, export the list to Excel or PDF.
- 2Documentation: the supplier’s PDFs (certificates, approval, insurance).
Supplier documents
In the Documentation column, click Manage. With Upload PDF you add whatever documents you need: health certificate, approval form, quality certificate, liability insurance. Each one can be downloaded or deleted.
Keep each supplier’s current certificates and health number here. It is the evidence of supplier control that the health inspector checks.
What each supplier sells you
The Ingredients button on each row shows that supplier’s ingredients with their unit, price, format and format price. With Download PDF you get that list as a PDF, handy for going over prices with the sales rep.
Import and export
Download the template
Click Import. In Bulk supplier import, click Download template.
Fill it in
One row per supplier. The example row is ignored.
Upload it
Drag the file (.xlsx or .xls) or click the box and click Import. Recipok avoids duplicates by Tax Number and, if there isn’t one, by name. When it finishes you will see any that could not be imported.
To export, use the Excel and PDF buttons on the list toolbar. They export whatever you are viewing, with the search filter applied.
Delete a supplier
Click Delete on its row and confirm. Its PDF documents are deleted too. If the supplier is still in use, Recipok will warn you that it cannot be deleted.
Connected suppliers
If one of your suppliers also works with Recipok and gives you access to their shop, Connected suppliers (beta) appears at the bottom of the Purchasing menu. From there you see their catalogue and order from them directly with Place an order. If another supplier gives you a connection code, type it on that same screen and click Connect. If you are the one selling to other businesses, see Customer portal.
Tips
One supplier, one record; one ingredient, one sheet. If you buy the same flour from two suppliers, don’t duplicate the ingredient: add both suppliers to its sheet.