Supplier Management & Price Lists

Set up your suppliers, import supplier price lists with custom product mappings, and compare prices across vendors.

Overview

The Supplier Management module helps you:

• Maintain a vendor database with contact details
• Track supplier-specific product names and SKUs (for invoice matching)
• Compare prices across multiple suppliers for the same product
• Set preferred suppliers for automatic purchase order suggestions

Setting Up Suppliers

Creating Suppliers Manually

1. Navigate to Procurement > Suppliers in the sidebar
2. Click + Add Supplier
3. Fill in the supplier details:
   - Company Name — Official business name
   - Contact Person — Primary contact
   - Email / Phone — Contact information
   - Tax ID (PIB) — Required for Serbian eFaktura integration
   - Address — Business address
4. Click Save

Importing Suppliers via CSV

1. Go to Procurement > Suppliers
2. Click Import
3. Upload a CSV with columns: Company Name, Contact Person, Email, Phone, Tax ID, Address

Supplier Price Lists

Supplier price lists map your internal products to supplier-specific names and prices. This is essential for:

• Automatic invoice matching (when supplier product names differ from yours)
• Price comparison across vendors
• Purchase order cost estimation

What the File Should Look Like

Import the file as the supplier sent it (CSV or Excel, up to 5000 rows; only the first sheet is read). Columns are recognised by their headers, in English or Serbian:

Prices may use a decimal comma (1.250,00) or a decimal point; a dot followed by exactly three digits (1.500) is read as thousands unless the column clearly uses a decimal point. A file with separate columns for your SKU and the supplier's code (Product SKU, Supplier SKU, Supplier Product Name) and a matrix file (products as rows, suppliers as columns) are read as well. Download Template in the import window has all three layouts on three sheets — keep the layout you use as the first sheet.

How Rows Are Matched to Your Products

For every row Stogly looks for your product in this order:

1. your own SKU
2. the supplier's code remembered for that supplier
3. the supplier's product name remembered for that supplier
4. your exact product name

It never guesses: a row it cannot match is shown to you. What you choose is remembered for that supplier when you confirm the import, so the next price list — and the supplier's invoices — match by themselves. The first import from a new supplier takes the most matching; each one after takes less.

Importing a Supplier Price List

1. Navigate to Procurement > Supplier Price Lists and click Import
2. Under Whose price list is this? choose the supplier. Leave it on Read the supplier from the file only when the file names the supplier itself (a matrix file always does)
3. Click Choose a file and select the file
4. Rows without a product (shown only when there are any). A row whose closest product is a clear match already has it, marked Suggested — check it, and click Undo if it is wrong. For each other row either:
   - click a suggested product under Did you mean
   - click Choose a product and search by name, SKU or barcode
   - click Create product to add the row to your catalogue as a product or an ingredient — the product is created right away and stays even if you cancel the import
   - click Skip to leave the row out (Skip the rest skips all remaining rows)
5. Click Continue
6. Review before importing — check what the import will do (the statuses are explained below)
7. Click Confirm and import. No supplier price is written, and no match is remembered, before this step

What each status in the review means:

When the import changes prices you already had, the changes are recorded in the price history and the bell shows the significant ones — see the article *Price Change Alerts & Price Movement Reports*.

Quantity Prices

A supplier can give one product several prices, each from a minimum quantity — for example 108 per kg, and 95 per kg from 20 kg.

• In a file — one row per price, with the quantity in the Min kolicina column. A row without it is the base price.
• By hand — click Add Price, fill Min Qty and set the same start date as the product's base price. A later date starts a new list.
• The price list shows such a price as from 20, and so does the import review.
• A purchase order line takes the price that fits its quantity and follows it when you change the quantity — unless you typed the price yourself. A saved order opens with the prices it was saved with.
• Comparing suppliers, invoices and reorder suggestions use the base price (the one with the lowest minimum).

The prices of a product that share a start date form one list, and a list with a newer start date replaces the older one whole. So send all the quantity prices of a product together and with the same start date: a file that changes only the base price starts a new list from its start date, and the older quantity prices end; a file that brings only a higher quantity price keeps the others.

Asking a Supplier to Send Its Price List

Instead of waiting for a file by e-mail, send the supplier a link. The supplier uploads the price list there, without an account, and you review it before any price changes.

Send the request

1. Go to Procurement > Supplier Price Lists and click Request price list (the envelope icon in a supplier's row under Procurement > Suppliers does the same)
2. Choose the Supplier, check the Supplier e-mail and the Language of the message. Save as the supplier's e-mail address (on by default) keeps the address you typed for that supplier
3. Click Send request

The link is valid for 30 days. After sending it is shown once, with Copy link, so you can also pass it on yourself (Viber, WhatsApp). A new request to the same supplier replaces the earlier link. Under Earlier requests to this supplier you see whether the supplier opened the link or sent a price list, and Withdraw link makes a link stop working.

What the supplier does

On the page the supplier downloads a template (Excel or CSV) or uses its own file, chooses the file, and states for the whole list the Currency, Prices valid from and whether the prices are With VAT or Without VAT. Rows that cannot be read (no code and no name, no price, or the same article and quantity as an earlier row) are listed and left out. The supplier sees nothing of your catalogue or your current prices, and can send a corrected file later — the new one replaces the one still waiting.

Review what was sent

1. The bell of the person who sent the request shows … sent a price list, and for everyone Procurement > Supplier Price Lists lists it under Price lists from suppliers, waiting for your review
2. Click Review — the same steps as importing a file: give a product to the rows without one, then check what will change
3. Click Confirm and import. Until then no price is written. Dismiss drops the list without changing anything

Prices are always kept without VAT. When the supplier's prices are with VAT, each is converted by the VAT rate of its product — 20% when the product has none, and for a row that has no product yet (the price is recalculated once you give it one) — and the review shows the price with VAT, the rate and the resulting price.

Applying a trusted supplier's price lists automatically

For a supplier whose lists you no longer want to confirm one by one, go to Procurement > Suppliers, click the pencil icon (Edit) in the supplier's row, switch on Apply this supplier's price lists automatically and click Update Supplier. It is off for every supplier until you switch it on. Switching it takes the same permission as importing a price list.

A list the supplier sends through its link is then applied without your review only when all of this holds:

• you have already reviewed and applied a list the supplier sent through its link, and the new one is in the same currency and the same way (with or without VAT) as the last such list — a file you import yourself does not count
• the list starts today
• the product already has a price from this supplier, with the same quantity prices, in the same currency — and that price has no end date (a promotion), and the product has no price dated today or scheduled for later
• no price ends up your price-alert threshold (10% by default) or more away from the current price, or from the last price you reviewed yourself. One price over it holds the whole list; the threshold counts even when alerts are switched off
• no other list of this supplier was applied automatically in the last 24 hours

Everything else waits for you as before: a row without a product, a product new for this supplier, a product with changed quantity prices — those rows stay in the list under Price lists from suppliers, waiting for your review while the rest is applied — and a whole list that fails one of the conditions, with the reason written under it. The bell of the person who sent the request says how many prices were applied and how many rows wait. The supplier's page says the same in every case.

Looking at a Sent Price List Again and Correcting It

Under Earlier price lists from suppliers (below the lists waiting for review) click View on a list that was applied or dismissed. You see every row the supplier sent and what became of it: your product, or Left out.

To fix an applied list, click Correct:

1. Every row is listed as it was applied. Use Search rows, or tick Only rows left out, to find the row
2. Change product moves the row to another product: the price from this list is removed from the product it was on and written for the one you choose, and the supplier's code and name are remembered for the new product
3. For a row that was left out, pick a product (suggested, searched for, or created) to add its price after all
4. Leave out takes a row's price back. Undo returns a row to how it was applied
5. Click Continue, check Review the corrections, then Save corrections

Only the rows you change are written. A row cannot be moved onto a product that another row of the same list already prices. Lists applied before this option existed can be viewed but not corrected.

Comparing Prices

To compare prices for the same product across different suppliers:

1. Go to Procurement > Supplier Price Lists
2. Switch to the Compare view
3. Select a product to see all supplier prices side by side
4. The lowest price is highlighted

Preferred Suppliers

When importing products, you can assign a preferred supplier in the Supplier column. This:

• Appears in the product details
• Is suggested when creating purchase orders
• Helps with automatic reordering workflows

Tips

• Keep price lists updated — when you receive an invoice with different prices, use the "Update Price" feature to sync automatically
• Let the supplier send it — use Request price list when prices change often; the supplier's codes are remembered after the first review
• Import the supplier's own file — there is no need to rewrite it with your SKUs; match the rows once and the matches are remembered
• Check the Changed rows — the percent next to a price shows at a glance what went up
• Multiple suppliers per product — you can have price list entries from different suppliers for the same product

Need help? Contact support at support@stogly.com