The composition of the supplier

Working with the “Supplier Warehouse” mode in the Torgsoft program allows you to view up-to-date information about the supplier’s stock availability, price, and item quantity, as well as create purchase orders directly from this form.

Below is a detailed step-by-step algorithm for working with this functionality.

1. Accessing the mode

To get started, go to the main menu item Document — Supplier Warehouse.

2. Loading product data

Supplier product information can be added to the program in two ways: via manual import from Excel or automatically via an FTP server.

Method A: Import from Excel (manual)

1. Select the Supplier from the list in the window.

2. Click the Import button.

3. The steps are similar to the standard product import: a list of products with prices (in foreign currency and local currency) and the supplier’s stock quantity is loaded.

4. During loading, the product can be created automatically in the database.

Method B: Automatic loading via FTP 

To set up automatic updates, click the Supplier FTP button. In the settings window:

1. Click Add and enter the connection name (for example, "Confectionery").

2. Specify the Server address, Login, Password, and File name (for example, import.xls) that the program will look for.

3. Important about prefixes: If one FTP server stores files for different suppliers, use a prefix in the file name. For example, if the prefix is “roshen” and the file is named import_konditerka.xls, the supplier must upload the file with the name roshenimport_konditerka.xls.

4. Specify the Delivery schedule (automatic update time).

Note: The program automatically checks the FTP every 3 minutes. However, automatic file loading will work only if a manual import was previously performed to set up field mapping.

3. Linking products (mandatory step)

For the program to understand the match between the supplier’s product and the product in your database, they must be linked.

1. Select the product in the supplier warehouse list.

2. Click Link to product.

3. In the “Full list of goods and services” window, find the corresponding product in your database and click Select.

4. After a successful operation, a corresponding message will appear.

This is necessary so that when creating an order, information (including prices) is pulled from the product card in your warehouse.

4. Creating an order

You can create an order directly from the “Supplier Warehouse” form:

1. Click Add item to supplier order.

2. A window with the product photo and name will open. Enter the required quantity in the Quantity field and click Save.

3. The Selected items window will open, where you can see the list of selected positions, their SKUs, barcodes, prices, and totals.

4. In this window, you can change the quantity or remove unnecessary positions using the Remove item from list button.

5. Click Create order.

Result: The program will create supplier order documents. If items have different purchase currencies, two separate orders will be created according to the currencies.

Additional features

• At the bottom of the window, totals are displayed: the number of lines and the total quantity of goods for the selected supplier.

• If an item is already linked, when you try to link it again the program will display an informational message prompting you to confirm the action.