Preferred Suppliers


Preferred Suppliers - need to know

The purpose of the preferred supplier function is to support purchase order automation in:

  • Purchase Order Generator by Item / by Order actions.

  • Dropship actions.

  • Special Order actions.

  • Back Order actions.

Each of these actions requires the selection of a ‘preferred’ Supplier to create the related Purchase Order.

You can setup preferred Suppliers on the ‘Preferred Supplier’ table on the ‘Purchasing/Costs’ tab on each Item Master.

Preferred Supplier Table

Preferred Supplier(s) can be stored on the ‘Preferred Supplier’ table on the ‘Purchasing/Costs’ tab on the Item Master. This table stores:


A Supplier from your Suppliers List

Item Code

The Supplier’s part / SKU code. This code will appear on the Purchasing Documents. When received into the WMS, the system will transform this code into the Sales (internal) Item Code.


Unit Cost

The last cost. Manually entered.


Suppliers last known stock level

Minimum Order Quantity

The supplier’s threshold. The value in this column is used by the Purchase Order generator by Item and Order. See ‘Using the Purchase Order’ generator.

Average Lead Time

In days

Use on Docs

Use this data on Purchase Documents - see below.


The default preferred supplier.

Use on Docs: if this box is checked the system will use the Item Code from the Preferred Supplier table for the respective supplier on the commensurate PurchaseOrder. If this box is unchecked the system will use the normal Sales Item Code.

Change Item, to Drop Ship, to Special Order, or a different Supplier

You can access and manipulate the preferred supplier from the Action ‘Preferred Suppliers’ on the Sales Quote and Sales Order Documents. This is useful if you need to Drop Ship a Standard Item (one you don’t normally Drop Ship).

When the Document is not in Edit mode

When you click the ‘Preferred Supplier’ Action, a modal (popup) window will appear:

In the above example the Document has two line Items in the Line Item table. The Preferred Suppliers for the Items are displayed as View only.

When the Document is in Edit mode

You can select and change the Item preferred supplier.

You can select and change the Item ‘Default Order Type’ . In the above example Item ABC123 is set to Drop Ship, and DEF345 is set to Special Order.

Set preferred suppliers costs on Sales Orders for Dropship and Special Order

Sales>Sales Order>Configure>Dropship/Special Order

The purpose of this control is to determine where the unit cost is derived and applied from, specifically:

  • the unit cost specified on the preferred supplier table located on the Purchasing tab of the respective Item Master.

  • the arbitrary cost on the Sales Order. A typical use case is where you are brokering the sale of an Item. You agree on a cost with the supplier, back to back with agreeing on a cost with the end customer.

  • the unit cost specified by you on the respective Item Master

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