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Link products and configure supplier prices

Link a material to a supplier so Zapstra Inventory Management knows which item the supplier sells, the unit you buy, and the price and ordering rules to use when preparing purchases. A material can have more than one supplier; each supplier can use a different SKU, pack size, price, and lead time.

Start with an existing supplier and material. Configure the material's purchasing units before linking it. You need permission to edit supplier records to save changes.

The material identifies the item in your organization. Its Shopify variants are store listings for that item. The Supplier SKU is the supplier's item reference; it may differ from your material SKU. A barcode identifies something you scan and is maintained separately. Entering a supplier SKU does not configure a barcode or create a Shopify listing.

The supplier unit determines what one purchased unit contains. For example, Kraft mailer (MAILER-KR6) can have a base unit of each and a case containing 24 each. A quote of USD 24 per case is equivalent to USD 1 per each. Keep the case price with the case unit; do not enter USD 24 as the price per each.

  1. Open Suppliers, choose Northwind Packaging, and select Products.
  2. Select Add product, search by product name or SKU, and choose the material. Confirm the selected name and SKU before continuing.
  3. Enter Supplier SKU. The form initially copies the material SKU, so replace it if Northwind Packaging uses a different reference.
  4. Select Currency, then enter Unit cost for the supplier unit you will select. Choose a currency available for purchasing. An empty or unavailable price is not a zero price.
  5. Select Supplier unit of measure. The choices show their multiplier. For the mailer example, choose the configured case with multiplier 24 and enter USD 24 as its unit cost. If no units are configured, return to the material and add the appropriate unit.
  6. Review MOQ and Order multiple. Both are in supplier units. MOQ is the minimum purchase quantity; Order multiple is the rounding increment. With cases selected, MOQ 1 and Order multiple 1 mean one case minimum and whole-case increments, equivalent to 24-each increments.
  7. Enter Lead time (days) if this material has its own lead time. Select Preferred supplier for this product when appropriate. Preferred identifies your preferred supplier; it does not send orders or override destination restrictions.
  8. If known, enter Default country of origin using the two-letter country code for the goods' origin. Use the goods' documented origin, which can differ from the supplier's address.
  9. Select Add, then verify the product card under Supplier products. Check the supplier SKU, unit, and native-currency cost.

This saves purchasing reference data. It does not place an order, record inventory, notify the supplier, or change stock in Shopify. Before purchasing, review the quantity and price units shown on the actual order or Order plan proposal.

  1. On the supplier's Products tab, select Link products in bulk.
  2. Search Choose items, optionally filter by material type, and add the materials to Your draft. Items marked Already linked are not changed by this workflow.
  3. Review Defaults for every new row, including currency and lead time. Check each row after adding it; a default is a starting value, not confirmation of the supplier's agreement.
  4. Fill in Supplier SKU, Currency, Unit cost, Purchase unit, Minimum order, Order multiple, Lead time (days), and Preferred as needed. Each row needs a supplier SKU or a unit cost. A cost also needs an eligible currency. Base unit means the material's base unit, not an unspecified supplier pack.
  5. Correct rows that need attention, then select Save all. Review the created, skipped, and failed results. Successful and skipped rows leave the draft; failed rows remain for correction and another save.
  6. Return to the supplier and verify the saved links. If saving times out, inspect the existing products before retrying. If existing links cannot be checked, saving is blocked to avoid duplicate links.

The Import or export catalog and Product matches actions open separate Data Exchange workflows. A supplier catalog entry and its match to a material are distinct from the linked product's purchase-price configuration. Review the saved purchasing link after importing; do not assume an imported catalog has established its cost.

Use the product card's Edit action to change its mapping. The Edit beside Unit cost provides a quick current-price change in the established currency. Use the supplier detail page for cost changes; inline cost and date editing on the material's Suppliers tab are temporarily unavailable.

The product editor exposes one unit cost. It does not provide a table for authoring multiple quantity-price tiers. If your agreement includes quantity breaks, verify the selected price and quantity in the proposal before creating an order. For dated changes, use Schedule and follow date-effective prices and purchasing terms. Recheck the current cost after saving when a dated schedule already exists.

To stop using a supplier for this material, select Remove and review the confirmation. Removal archives the supplier-product link. Existing purchase orders and history remain, and you can add the link again later. To restrict supply to particular destinations instead, configure sourcing by receiving location.