Operations · draft
Use supplier profiles
Choose suppliers, copy independent pricing profiles and switch an item selling profile.
Content updated 2026-10-30
Draft article for local review. Instructions may change before release.
A supplier profile holds the pricing configuration you use when buying an item from that supplier. An item has one selected selling profile at a location, even when its stock arrived from different suppliers.
For example, you may buy most Arturo Fuente cigars directly and occasionally buy a particular cigar from an online store. You can reuse those suppliers for other eligible items rather than creating a new supplier for every cigar.
Manage suppliers
Open Inventory Management → Suppliers. Suppliers belong to your organization; the page shows their names, allowed brands, availability and number of item assignments.
Choose New supplier, or open an existing supplier's settings. Enter a recognizable name and choose:
- All brands: the supplier can be selected for any brand.
- Selected brands: search the shared graph and add one or more existing brands. Remove a brand from the list only when its items no longer use this supplier.
Enter a reason, choose Review supplier settings, check the summary, then Confirm and save supplier. Changing eligibility does not switch any item's active supplier or change its pricing rules.
A supplier cannot be made inactive or restricted away from a brand while affected items still use it. The error lists affected inventory. The supplier dialog links items at the selected location; switch location to review assignments elsewhere in the organization.
Create a supplier during item entry
The contextual creation dialog supports all brands or the item's current brand. For a specific list of several brands, use the Suppliers page. When the item's brand is new, save creates that shared brand before linking its supplier. This keeps the supplier and item connected to the same identity.
Optional Copy pricing from starts with an existing supplier's eligible pricing at the selected location. Review the resulting costs and rules before using it.
Copying a profile
Copying starts the new profile from saved pricing for eligible items at the current location. The copies are independent afterward. Changing a Brand markup or excise rule in one profile does not change the other profile.
Supplier definitions can be reused across the organization. Their prices and rules are configured for the location you are managing.
Switch an item's selling profile
- Open the item and choose Change supplier.
- Choose the supplier you want to use.
- Check its source cost and inherited rules.
- Leave Use this supplier profile for this item's sales selected if you want to switch.
- Choose Save pricing, review the switch, then choose Confirm profile and save.
Creating a supplier does not automatically switch other items. Each item changes only when its profile selection is explicitly saved.
The selected profile prices all stock sold for that item, including stock bought earlier. Stock is not divided into selling prices based on the supplier that originally provided each cigar. Completed sales retain their recorded prices. Registers apply an updated profile when they receive the updated pricing; a disconnected register uses its installed information until it reconnects.
A brand change is blocked by its supplier
If you see Change the item's restricted supplier before changing its brand, stop and review the relationship. Use Open Suppliers in a new tab to inspect the supplier's allowed brands while keeping your item edit open. Correct supplier eligibility only if it reflects the actual business relationship, or cancel the item edit and use Change supplier to select another eligible supplier.
The Change supplier flow does not create suppliers inline. It requires checking the source cost and selling price, then confirming the new active profile. Return to the item and reload its data before retrying a brand change after settings were changed in another tab.
Receiving from another supplier
Receiving also lets you choose or create a supplier. Switching the item's selling profile is selected by default, but you can keep its current profile. The receipt still records the supplier that provided the shipment.
See Receive stock.