How to Edit a Supplier in BetterCommerce OMS - Detailed Guide
Overview
This documentation provides comprehensive guidance for editing supplier information in the BetterCommerce Order Management System. The supplier editing interface is organized into seven distinct sections accessible via the left navigation panel, each serving specific business functions in supplier relationship management.
Section 1: Performance
Purpose
The Performance section serves as the primary dashboard for supplier evaluation, providing real-time analytics and historical performance data. This section enables procurement teams to make data-driven decisions about supplier relationships, identify top-performing vendors, and monitor service level agreements.
Key Metrics Displayed
Percentile Ranking
| Metric | Description |
|---|
| Current Ranking | Displays the supplier's performance position relative to the entire supplier database, expressed as a percentage (e.g., "top 5.32% of suppliers") |
| Ranking Methodology | Calculated using weighted algorithms that consider: - Purchase order volume and frequency
- On-time delivery performance
- Order fulfillment accuracy
- Quality metrics and return rates
|
| Benchmarking Value | Enables quick identification of high-performing suppliers for strategic partnerships and preferred vendor programs |
| Dynamic Updates | Rankings are recalculated periodically based on rolling performance windows |
Purchase Order Analytics
| Metric | Description |
|---|
| Total Orders | Cumulative count of all purchase orders issued to the supplier throughout the business relationship |
| Open Orders | Real-time count of active purchase orders that are currently being processed or awaiting fulfillment |
| Part Received | Orders where partial shipments have been received but the complete order remains outstanding |
| Received Orders | Fully completed orders where all items have been delivered and accepted |
| Business Intelligence | These metrics help assess supplier capacity, reliability, and business volume trends |
Unit Management
| Metric | Description |
|---|
| Units Ordered | Total quantity of individual items ordered across all purchase orders, providing volume-based performance insights |
| Units Open | Quantity of items still pending delivery, indicating current supplier workload and commitment levels |
| Units Received | Successfully delivered and accepted units, measuring fulfillment effectiveness |
| Inventory Impact | These metrics directly correlate with inventory planning and stock availability |
Performance Indicators
| Metric | Description |
|---|
| Average Delivery Time | Mean time from purchase order confirmation to goods receipt, measured in business days |
| On-Time Delivery Rate | Percentage of orders delivered within agreed timeframes, critical for supply chain reliability |
| Units Sold | Tracks the commercial success of products sourced from this supplier |
| Units Returned | Quality indicator measuring defective or unsatisfactory products, impacting supplier scorecards |
Business Intelligence Features
| Feature | Description |
|---|
| Trend Analysis | Historical performance tracking with graphical representations showing performance improvements or deterioration over time |
| Comparative Metrics | Side-by-side comparison with industry benchmarks and other suppliers in the same category |
| Performance Alerts | Automated notification system that triggers warnings when performance metrics fall below predefined thresholds |
| Data Refresh Frequency | Timestamp indicating when performance data was last updated, ensuring decision-making is based on current information |
| Predictive Analytics | Advanced systems may include forecasting capabilities to predict future performance based on historical trends |
Section 2: Basic Information
Purpose
The Basic Information section functions as the master data repository for supplier details, containing all fundamental information required for business operations, legal compliance, and communication. This section establishes the foundational data that supports all other system functions and integrations.
Supplier Identity Management
| Field | Description |
|---|
| Name | Official registered business name of the supplier organization, used for legal documents, contracts, and official correspondence |
| Code | Unique alphanumeric identifier assigned within the system for database management, reporting, and integration purposes |
| Legal Entity Information | Additional fields may include business registration numbers, legal structure (corporation, partnership, etc.) |
| Brand Names | Alternative names or doing-business-as (DBA) names under which the supplier operates |
Communication Infrastructure
| Field | Description |
|---|
| Phone Number | Primary business telephone number for urgent communications and order confirmations |
| Fax | Facsimile number for document transmission, particularly important for suppliers requiring traditional communication methods |
| Email | Primary contact email address for routine communications, order confirmations, and automated system notifications |
| Website | Supplier's official website URL for additional information, product catalogs, and online ordering portals |
| Communication Preferences | Settings for preferred communication methods, languages, and time zones |
Regulatory and Compliance Data
| Field | Description |
|---|
| Tax Registration Number | Government-issued tax identification number required for tax reporting and compliance |
| Country | Primary country of operation, affecting tax calculations, shipping regulations, and compliance requirements |
| Regulatory Certifications | Industry-specific certifications, licenses, and compliance documentation |
| Export/Import Licenses | International trade documentation and authorization numbers |
Operational Configuration
| Field | Description |
|---|
| Default Lead Days | Standard processing time from order placement to shipment, used for inventory planning and delivery scheduling |
| Payment Terms | Negotiated payment conditions including: - Payment period (Net 30, Net 60, etc.)
- Early payment discounts
- Late payment penalties
- Payment methods accepted
|
| Shipment Terms | Delivery conditions specifying: - Incoterms (FOB, CIF, DDP, etc.)
- Shipping responsibilities
- Risk transfer points
- Insurance requirements
|
Financial Configuration
| Field | Description |
|---|
| Currency | Primary transaction currency for pricing, invoicing, and payments |
| Multi-Currency Support | Additional currencies accepted for international transactions |
| Credit Terms | Credit limits, credit rating, and financial assessment information |
| Banking Information | Preferred payment methods and banking details for electronic transfers |
Operational Status Controls
| Field | Description |
|---|
| Is Active | Boolean flag controlling whether the supplier is available for new purchase orders and transactions |
| Tax Inclusive | Configuration determining whether supplier prices include or exclude applicable taxes |
| Dropship Capability | Indicates whether the supplier can ship directly to end customers, bypassing internal warehouses |
| Preferred Vendor Status | Classification indicating strategic importance and preferred treatment |
Address Management System
Multi-Location Support
| Field | Description |
|---|
| Primary Address | Main business headquarters or primary contact location |
| Billing Address | Financial department location for invoice processing and payments |
| Shipping Address | Warehouse or distribution center for goods receipt |
| Regional Offices | Additional locations for multi-national suppliers |
| Address Validation | Integration with postal services for address verification and standardization |
Contact Information Management
| Field | Description |
|---|
| Contact Database | Comprehensive directory of supplier personnel including: - Primary contacts for different functions (sales, support, finance)
- Role-based contact assignments
- Contact preferences and availability
- Escalation hierarchies for issue resolution
|
| Relationship Mapping | Organizational chart showing key relationships and decision-makers |
| Communication History | Log of interactions with different contacts for relationship management |
Section 3: Purchase Order
Purpose
The Purchase Order section serves as the central hub for all procurement activities with the supplier, providing comprehensive order lifecycle management from creation through completion. This section enables procurement teams to track order status, monitor delivery performance, and maintain complete audit trails of all purchasing activities.
Order Lifecycle Management
Purchase Order Creation and Management
| Feature | Description |
|---|
| Order Generation | Multiple methods for creating purchase orders including: - Manual order creation through the interface
- Automated reorder triggers based on inventory levels
- Bulk order creation from approved requisitions
- Template-based ordering for recurring purchases
|
| Order Approval Workflows | Multi-level approval processes based on order value, supplier risk rating, and organizational policies |
| Order Modification | Capability to modify orders before supplier confirmation, including quantity changes, delivery date adjustments, and item substitutions |
#Comprehensive Order Tracking
| Field | Description |
|---|
| Purchase Order Number | Unique system-generated identifier linking to detailed order information |
| Created Date | Timestamp showing when the order was initially created in the system |
| Order Amount | Total financial value of the purchase order in the specified currency |
| Order Status | Real-time status tracking through the complete order lifecycle |
| Line Item Details | Detailed breakdown of individual products, quantities, prices, and specifications |
#Advanced Status Management
| Status | Description |
|---|
| Draft Status | Orders in preparation phase, not yet submitted to supplier |
| Approved Status | Orders that have passed internal approval workflows |
| Sent to Vendor | Orders transmitted to supplier through EDI, email, or portal integration |
| Acknowledged Status | Orders confirmed by supplier with delivery commitments |
| In Progress | Orders currently being fulfilled by the supplier |
| Partially Received | Orders with some items delivered but others still pending |
| Fully Received | Orders completely fulfilled and goods received |
| Closed Status | Orders completed with all administrative tasks finished |
| Cancelled Status | Orders terminated before completion with appropriate documentation |
Performance Analytics and Reporting
| Feature | Description |
|---|
| Order Volume Analysis | Tracking of order frequency, average order values, and spending trends over time |
| Delivery Performance | Monitoring of promised versus actual delivery dates for performance evaluation |
| Order Accuracy | Tracking of order fulfillment accuracy including correct items, quantities, and specifications |
| Cost Analysis | Analysis of price trends, cost savings opportunities, and total cost of ownership |
Integration Capabilities
| Feature | Description |
|---|
| ERP Integration | Seamless connection with enterprise resource planning systems for financial posting and inventory updates |
| Supplier Portals | Direct integration with supplier systems for real-time order status updates |
| Inventory Management | Automatic inventory updates upon goods receipt and order completion |
| Financial Systems | Integration with accounts payable for invoice matching and payment processing |
Section 4: Shipment
Purpose
The Shipment section provides comprehensive logistics management for all inbound deliveries from suppliers, enabling complete visibility into the shipping process from dispatch through receipt. This section is critical for inventory planning, quality control, and supplier performance evaluation.
Shipment Lifecycle Management
Shipment Creation and Tracking
| Feature | Description |
|---|
| Shipment Initiation | Automatic creation of shipment records when suppliers dispatch goods |
| Receiving Number | Unique identifier for each shipment, enabling precise tracking and reference |
| Purchase Order Linkage | Direct connection between shipments and originating purchase orders for complete traceability |
| Multi-PO Shipments | Capability to handle consolidated shipments containing items from multiple purchase orders |
Advanced Tracking Capabilities
| Feature | Description |
|---|
| Real-Time Status Updates | Live tracking of shipment progress through integration with carrier systems |
| Estimated Delivery Dates | Predictive delivery scheduling based on carrier data and historical performance |
| Exception Management | Automated alerts for delayed, damaged, or missing shipments |
| Proof of Delivery | Electronic capture of delivery confirmations and recipient signatures |
Goods Receipt Management
| Feature | Description |
|---|
| Receiving Documentation | Comprehensive goods received note (GRN) generation with detailed item verification |
| Quality Inspection Integration | Built-in quality control checkpoints with pass/fail criteria and documentation |
| Quantity Verification | Systematic checking of received quantities against ordered quantities with discrepancy reporting |
| Condition Assessment | Documentation of goods condition upon receipt including damage reports and photographic evidence |
Warehouse Integration
| Feature | Description |
|---|
| Location Assignment | Automatic assignment of received goods to appropriate warehouse locations |
| Inventory Updates | Real-time inventory level updates upon goods receipt confirmation |
| Put-Away Instructions | Generation of warehouse instructions for optimal goods placement |
| Cross-Docking Support | Direct shipment routing for items designated for immediate redistribution |
Discrepancy Management
| Feature | Description |
|---|
| Shortage Handling | Systematic process for managing partial deliveries and back-orders |
| Damage Claims | Integrated process for documenting and claiming damaged goods with carriers and suppliers |
| Return Processing | Streamlined returns process for defective or incorrect items |
| Credit Note Generation | Automatic generation of credit requests for discrepancies and returns |
Carrier and Logistics Integration
| Feature | Description |
|---|
| Multi-Carrier Support | Integration with various shipping carriers for comprehensive tracking |
| Shipping Cost Management | Tracking and allocation of shipping costs to appropriate cost centers |
| Delivery Appointment Scheduling | Coordination of delivery appointments with warehouse operations |
| Performance Analytics | Carrier performance evaluation based on delivery times, damage rates, and service quality |
Section 5: Price List
Purpose
The Price List section serves as the comprehensive pricing management system for all supplier products, enabling dynamic pricing strategies, cost analysis, and procurement optimization. This section is essential for maintaining competitive pricing, managing supplier negotiations, and ensuring accurate cost calculations across the organization.
Pricing Structure Management
Product Pricing Framework
| Field | Description |
|---|
| SKU Management | Stock Keeping Unit identifiers linking internal product codes with supplier offerings |
| Supplier SKU Mapping | Cross-reference system connecting internal product codes with supplier-specific product identifiers |
| Price Points | Current supplier pricing for each product including base prices, volume discounts, and promotional pricing |
| Currency Management | Multi-currency pricing support with automatic conversion capabilities and exchange rate management |
Advanced Pricing Models
| Model | Description |
|---|
| Tiered Pricing | Volume-based pricing structures with automatic tier calculations based on order quantities |
| Contract Pricing | Special negotiated prices based on long-term agreements and volume commitments |
| Promotional Pricing | Temporary price reductions with effective date ranges and automatic expiration |
| Regional Pricing | Location-based pricing variations for suppliers serving multiple geographic markets |
Price Update and Management System
| Feature | Description |
|---|
| Bulk Price Updates | Mass price change capabilities through CSV import, API integration, or manual batch updates |
| Price Change Approval | Workflow-based approval process for price modifications based on impact analysis and authorization levels |
| Effective Date Management | Scheduling of price changes with future effective dates and automatic activation |
| Price History Tracking | Complete audit trail of all price changes with timestamps, user attribution, and change reasons |
Cost Analysis and Intelligence
| Feature | Description |
|---|
| Price Trend Analysis | Historical pricing data analysis showing cost trends, seasonal variations, and market movements |
| Competitive Pricing | Comparison tools for evaluating supplier prices against market benchmarks and alternative suppliers |
| Total Cost of Ownership | Comprehensive cost calculation including product price, shipping, handling, and associated fees |
| Margin Analysis | Profit margin calculations based on supplier costs and selling prices |
Integration and Automation
| Feature | Description |
|---|
| ERP Integration | Seamless synchronization with enterprise systems for consistent pricing across all platforms |
| Catalog Management | Integration with product catalogs for automatic price updates and product information synchronization |
| Procurement Optimization | Automated supplier selection based on pricing, availability, and performance criteria |
| Contract Management | Integration with contract management systems for pricing validation and compliance monitoring |
Price List Maintenance Tools
| Feature | Description |
|---|
| Search and Filter | Advanced search capabilities for finding specific products, price ranges, or supplier categories |
| Bulk Operations | Mass operations for price updates, product additions, and category management |
| Validation Rules | Automated validation to ensure price accuracy, currency consistency, and business rule compliance |
| Export Capabilities | Data export functionality for analysis, reporting, and integration with external systems |
Section 6: File Attachments
Purpose
The File Attachments section functions as a comprehensive document management system specifically designed for supplier-related documentation. This centralized repository ensures all critical supplier documents are securely stored, easily accessible, and properly managed throughout the supplier relationship lifecycle.
Document Management Infrastructure
#Upload and Storage System
| Feature | Description |
|---|
| Drag-and-Drop Interface | Intuitive file upload system supporting multiple file selection and batch uploads |
| File Format Support | Comprehensive support for various document types including: - PDF documents for contracts and official correspondence
- Microsoft Office files (Word, Excel, PowerPoint) for business documents
- Image files (JPEG, PNG, TIFF) for certificates and visual documentation
- CAD files for technical specifications and drawings
- Archive files (ZIP, RAR) for document collections
|
| File Size Management | Configurable file size limits with compression options for large documents |
| Virus Scanning | Automated security scanning of all uploaded files to prevent malware infiltration |
#Document Categorization and Organization
| Category | Description |
|---|
| Contract Documentation | Legal agreements, amendments, terms and conditions, and service level agreements |
| Compliance Certificates | Quality certifications (ISO, FDA, CE marking), safety certificates, and regulatory approvals |
| Financial Documents | Credit reports, financial statements, bank references, and insurance certificates |
| Technical Specifications | Product datasheets, technical drawings, installation guides, and user manuals |
| Communication Records | Email correspondence, meeting minutes, negotiation notes, and decision documentation |
| Audit Documentation | Audit reports, corrective action plans, and compliance verification documents |
Advanced Document Features
#Version Control System
| Feature | Description |
|---|
| Version Tracking | Automatic versioning of document updates with complete revision history |
| Change Documentation | Detailed change logs showing modifications, additions, and deletions |
| Rollback Capability | Ability to revert to previous document versions when necessary |
| Approval Workflows | Document approval processes with electronic signatures and approval chains |
#Security and Access Control
| Feature | Description |
|---|
| Role-Based Permissions | Granular access control based on user roles and responsibilities |
| Document Encryption | Advanced encryption for sensitive documents with secure key management |
| Access Logging | Comprehensive audit trail of document access, downloads, and modifications |
| Confidentiality Levels | Classification system for sensitive, confidential, and public documents |
#Search and Retrieval
| Feature | Description |
|---|
| Full-Text Search | Advanced search capabilities across document content, not just filenames |
| Metadata Tagging | Custom tagging system for improved document categorization and retrieval |
| Advanced Filters | Multi-criteria filtering by date, document type, author, and custom attributes |
| Quick Access | Bookmarking and favorite document features for frequently accessed files |
Compliance and Governance
#Document Lifecycle Management
| Feature | Description |
|---|
| Retention Policies | Automated document retention schedules based on legal and business requirements |
| Expiration Tracking | Monitoring of document expiration dates with automated renewal reminders |
| Archive Management | Systematic archiving of outdated documents with retrieval capabilities |
| Disposal Procedures | Secure document deletion processes ensuring complete data removal |
#Regulatory Compliance
| Feature | Description |
|---|
| Audit Trail | Complete documentation of all document activities for regulatory compliance |
| Legal Hold | Capability to place legal holds on documents during litigation or investigations |
| Compliance Reporting | Automated reports showing document compliance status and gaps |
| Data Privacy | GDPR and other privacy regulation compliance for document handling |
Section 7: PO Consolidation & Rules
Purpose
The PO Consolidation & Rules section represents the automation engine of the supplier management system, designed to optimize purchase order processing through intelligent consolidation, automated rule application, and streamlined supplier communication. This section significantly reduces manual processing time while improving accuracy and supplier relationships.
Consolidation Strategy Framework
#Stock Orders Consolidation
| Feature | Description |
|---|
| Intelligent Grouping | Automated consolidation of multiple purchase requirements into optimized orders based on: - Supplier capacity and preferences
- Shipping cost optimization
- Inventory space constraints
- Delivery schedule coordination
|
| Format Flexibility | Multiple output formats to accommodate different supplier systems: - PDF format for traditional suppliers requiring printed documentation
- CSV format for suppliers with automated processing systems
- XML/EDI formats for advanced electronic data interchange
|
| Consolidation Logic | Sophisticated algorithms considering: - Order minimums and maximums
- Product compatibility and shipping requirements
- Supplier lead times and capacity constraints
- Cost optimization across multiple variables
|
#Dropship Order Management
| Feature | Description |
|---|
| Separate Processing | Independent consolidation rules for dropship orders recognizing their unique requirements: - Direct-to-customer shipping addresses
- Individual packaging and labeling requirements
- Customer-specific delivery instructions
- Gift messaging and special handling
|
| Customer Integration | Direct connection with customer order management for seamless dropship processing |
| Quality Control | Specialized quality assurance processes for dropship orders including customer satisfaction monitoring |
Advanced Automation Rules
#Time-Based Consolidation
| Feature | Description |
|---|
| Flexible Scheduling | Configurable consolidation periods including: - Hourly consolidation for high-velocity suppliers
- Daily consolidation for standard operations
- Weekly consolidation for strategic suppliers
- Custom schedules based on supplier preferences
|
| Peak Period Management | Adaptive scheduling during high-demand periods with automatic adjustment capabilities |
| Holiday and Weekend Handling | Intelligent scheduling around business calendars and supplier operating schedules |
#Order Status Integration
| Status | Description |
|---|
| Draft Orders | Include orders still being finalized |
| Approved Orders | Include management-approved orders ready for transmission |
| Sent to Vendor | Include orders already transmitted but requiring follow-up |
| Acknowledged Orders | Include supplier-confirmed orders for tracking purposes |
| Goods Receipt Status | Include various receipt statuses for complete visibility |
| Financial Status | Include orders at different stages of financial processing |
Business Process Optimization
#Supplier Communication Enhancement
| Feature | Description |
|---|
| Automated Transmission | Direct integration with supplier systems for seamless order transmission |
| Communication Preferences | Supplier-specific communication methods including email, EDI, API, and portal integration |
| Confirmation Management | Automated confirmation receipt and processing with exception handling |
| Escalation Procedures | Automated escalation for unacknowledged orders or communication failures |
#Performance Optimization
| Feature | Description |
|---|
| Load Balancing | Distribution of orders across supplier capacity to optimize fulfillment times |
| Cost Optimization | Intelligent consolidation to minimize shipping costs and maximize volume discounts |
| Inventory Optimization | Coordination with inventory management to optimize stock levels and reduce carrying costs |
| Supplier Relationship Management | Consolidation strategies that strengthen supplier partnerships through predictable order patterns |
Exception Handling and Quality Control
#Error Management
| Feature | Description |
|---|
| Validation Rules | Comprehensive validation of consolidated orders before transmission |
| Exception Reporting | Detailed reporting of consolidation exceptions with root cause analysis |
| Manual Override | Capability for manual intervention when automated rules require adjustment |
| Audit Trail | Complete documentation of all consolidation decisions and modifications |
#Continuous Improvement
| Feature | Description |
|---|
| Performance Analytics | Detailed analysis of consolidation effectiveness and optimization opportunities |
| Rule Optimization | Machine learning capabilities for continuous improvement of consolidation rules |
| Supplier Feedback Integration | Incorporation of supplier feedback to refine consolidation strategies |
| Business Impact Measurement | Quantification of cost savings, efficiency gains, and relationship improvements |
System Integration and Architecture
Enterprise Integration Framework
| Feature | Description |
|---|
| ERP Connectivity | Seamless integration with major ERP systems including SAP, Oracle, Microsoft Dynamics, and others |
| API Architecture | RESTful APIs enabling custom integrations and third-party system connectivity |
| Data Synchronization | Real-time and batch synchronization capabilities ensuring data consistency across systems |
| Workflow Integration | Connection with business process management systems for automated workflow execution |
Security and Compliance Architecture
| Feature | Description |
|---|
| Data Protection | End-to-end encryption for all data transmission and storage |
| Access Control | Multi-factor authentication and role-based access control systems |
| Audit Compliance | Comprehensive audit trails meeting SOX, GDPR, and industry-specific requirements |
| Backup and Recovery | Automated backup systems with disaster recovery capabilities |
Performance and Scalability
- Cloud Architecture: Scalable cloud infrastructure supporting growth and peak demand periods
- Performance Monitoring: Real-time system performance monitoring with proactive issue resolution
- Load Management: Intelligent load balancing ensuring consistent system performance
- Capacity Planning: Automated capacity planning and scaling based on usage patterns
This comprehensive documentation proviYdes detailed guidance for effectively utilizing all seven sections of the BetterCommerce OMS supplier management system, enabling organizations to optimize their supplier relationships and procurement processes.
