Suppliers Dictionary: Detailed Guide

The Suppliers Dictionary in Propamp.ai provides a centralized repository to manage all your supplier information. This guide explains how to effectively use this module to organize your vendor relationships and streamline procurement processes.

Understanding the Suppliers Interface

The Suppliers Dictionary features a card-based interface that provides an organized view of all your product vendors and manufacturing partners:

Key Interface Elements:

1. Search Field: Located at the top for finding specific suppliers
2. Add Supplier Button: Creates new supplier entries
3. Supplier Onboarding Button: Provides access to template download and upload functionality
4. Suppliers Card Grid: Displays all your suppliers in an easy-to-browse format

Supplier Card Information:

Each card in the grid displays key information about the supplier:

• Name: The system identifier for the supplier
• Display Name: The human-friendly name you’ve assigned
• Description: Brief details about the supplier and their offerings
• Currency: The currency used for transactions with this supplier (e.g., USD, EUR)
• Payment Type: The payment terms established with the supplier
• Action Buttons: Edit and Delete options for managing the supplier

Finding Specific Suppliers

As your supplier list grows, you can use the search tool to quickly find what you need:

Search Function:

1. Click in the search box at the top of the page
2. Type any part of the supplier name or display name
3. Results will update in real-time as you type
4. The search is case-insensitive and looks for partial matches

Creating a New Supplier

To add a new supplier to your dictionary:

1. Click the “Add new supplier” button at the top of the page
2. A dialog form will appear with the following fields:
   • Name: Create a unique system identifier (required)
   • Display Name: Enter a human-readable name
   • Description: Provide details about the supplier
   • Currency: Select the currency used for transactions with this supplier
   • Payment Type: Select the payment terms established with this supplier
3. Fill in all required fields (marked with an asterisk *)
4. Click “Save” to create the supplier
5. The new supplier will appear in your card grid

Understanding the Form Fields:

• Name: A unique identifier used by the system. Best practice is to use lowercase with underscores for spaces (e.g., “Asia Manufacturing Ltd”)
• Display Name: A user-friendly name that will be shown throughout the application (e.g., “Asia Ltd.”)
• Description: Additional information about the supplier, such as their specialties, location, or key contacts
• Currency: The primary currency used for transactions with this supplier (e.g., USD, EUR, GBP)
• Payment Type: The standard payment terms you have with this supplier (e.g., 30/70 Payment Terms)

Editing an Existing Supplier

To modify a supplier’s details:

1. Find the supplier card you want to edit
2. Click the edit icon (pencil) on the card
3. A dialog will open with the supplier’s current information pre-filled
4. Make your desired changes to any field
5. Click “Update Supplier” to update the supplier
6. The card will refresh to display the updated information

Deleting a Supplier

To remove a supplier from your dictionary:

1. Locate the supplier card you want to delete
2. Click the delete icon (trash can) on the card
3. A confirmation dialog will appear asking you to confirm the deletion
4. Click “Confirm” to permanently remove the supplier or “Cancel” to keep it

Bulk Import and Export via Template

For managing multiple suppliers efficiently, Propamp.ai offers template-based import and export functionality:

Accessing the Template Feature:

1. Click the “Supplier Onboarding” button at the top of the page
2. A modal will appear with options for template download and upload

Downloading the Template:

1. In the Supplier Onboarding modal, click the download option
2. An Excel file will be downloaded to your computer
3. The template includes columns for:
   • Name (required)
   • Display Name
   • Description
   • Currency (with validation)
   • Payment Type (with validation)
4. The template may be pre-populated with:
   • Your existing supplier data if you have suppliers already
   • Example data if you don’t have any suppliers yet

Filling Out the Template:

1. Open the downloaded template in Excel or a compatible spreadsheet application
2. Add new suppliers by entering data in each row
3. For each supplier, fill in:
   • Name (required): A unique system identifier
   • Display Name: A human-friendly name
   • Description: Details about the supplier
   • Currency: Select from the dropdown in the template
   • Payment Type: Select from the dropdown in the template
4. Save your changes to the Excel file

Uploading the Completed Template:

1. In the Supplier Onboarding modal, click or drag your file to the upload area
2. Select your completed template file
3. The system will validate your data and provide feedback on any issues
4. If validation is successful, your new suppliers will be added to the system
5. The card grid will refresh to display all suppliers, including the newly imported ones

Data Validation During Import:

The system performs several validation checks when you upload a template:

• Required Fields: Ensures the Name field is not empty
• Currency Validation: Checks that currencies match the system’s allowed values (USD, EUR, GBP, etc.)
• Payment Type Validation: Verifies payment types match predefined options
• Duplicate Check: Identifies any duplicate supplier names

If validation errors occur, the system will display specific error messages to help you correct the issues.

Empty State Handling

If you haven’t added any suppliers yet, the system will display an “Empty Content Alert” with guidance on how to add your first supplier either manually or through the template import.

Using Suppliers in Purchase Orders

Suppliers in your dictionary serve a critical role when creating purchase orders:

1. When you create a new purchase order, you’ll be prompted to select a supplier
2. Only suppliers in your dictionary will appear as options
3. The selected supplier determines:
   • Currency for the transaction
   • Default payment terms
   • Shipping and production expectations

Best Practices for Supplier Management

To maximize the effectiveness of your Suppliers Dictionary:

1. Use Descriptive Names: Create clear, recognizable display names that help team members quickly identify suppliers.

2. Include Comprehensive Descriptions: Add useful details in the description field, such as:

   • Key contact persons
   • Product specialties
   • Geographic location
   • Quality certifications
   • Historical performance notes

3. Maintain Accurate Currency Information: Ensure the currency field reflects the actual currency used in transactions with each supplier to avoid financial discrepancies.

4. Keep Payment Terms Updated: If payment terms change, promptly update the supplier record to maintain accurate financial projections.

5. Regular Audits: Periodically review your supplier list to ensure all information is current and accurate.

6. Standardize Naming Conventions: Develop a consistent naming pattern for system names to make them predictable and organized.

Troubleshooting Common Issues

Template Upload Errors

If you encounter issues when uploading your template:

• “Invalid Currency”: Ensure the currency values in your template match the system’s allowed options exactly
• “Invalid Payment Type”: Verify payment types match the predefined options in the system
• “Name is Required”: Check that all suppliers have a name specified
• File Format Issues: Make sure the file is in .xlsx format and hasn’t been corrupted

Suppliers Not Appearing After Import

If newly imported suppliers aren’t visible in your list:

• Try refreshing the page
• Clear any active search filters
• Check if you received any error notifications during import
• Verify that the import success message was displayed

Search Not Finding Expected Results

If you can’t find a specific supplier:

• Try partial name searches
• Check both system name and display name fields
• Clear the search and browse the full list
• Verify that the supplier has been added to the system