What is a supplier and how to manage them?
A supplier is the person or company that provides the ingredients, products, and services essential to your business. From fresh food to packaging or equipment, suppliers are a fundamental part of the supply chain in any hospitality establishment.
In tspoonlab, you can register and manage suppliers manually, making sure all the relevant information is centralized and ready to use in processes such as generating purchase orders and inventory control.
How to add suppliers
This video shows you how to register suppliers manually in tspoonlab. You can also follow the step-by-step guide after the tutorial.
Step-by-step guide to creating a supplier
Access the suppliers section
Go to the "Management" tab in the main menu.
Select the "Suppliers" option within this section.
Open the supplier record
Locate and click the three dots next to the search bar. This opens a dropdown menu.
In the menu, select "Add supplier". This opens the empty supplier record — a form where you enter all the relevant information for the supplier you're creating.
Fill in the supplier record
When adding a new supplier, it's important to complete the necessary fields. Not all fields are mandatory, so you can fill in only those relevant to your business needs.
The fields are:
Supplier name (*): the full name of the supplier or company.
Alternative name: if the supplier has an alternative name, enter it here.
NIF/CIF (*): the supplier's tax ID number.
Address: the full address, including postal code and city.
Plus Code: a geolocation or additional code, if needed.
Country: the country where the supplier is located.
Supplier type: classify the supplier by the type of products or services they offer.
Comment: add notes or other relevant information.
Delivery note: specific details you need when receiving products.
Name and phone: the supplier's main contact numbers. Purchase orders will later be sent to this phone.
Email: one or more email addresses. Purchase orders will later be sent to this email.
CC email: to include a recipient in copy on the emails sent, add them here.
Website: the URL of the supplier's website.
Delivery time: the estimated delivery time from when the order is placed.
Delivery days: the specific days the supplier makes deliveries.
Service seasonality: mark the months in which the supplier is available.
Minimum order weight: the minimum weight required for orders, if applicable.
Discount: a negotiated discount percentage, if any.
Minimum and maximum order: the quantity restrictions for orders.
Surcharge: add any applicable surcharge.
Payment method: the payment method accepted by the supplier.
Analysis account: whether this supplier's purchases go to a specific analysis account.
Health registration: the supplier's health registration, if needed.
Code: a code assigned specifically to the supplier.
Our code for the supplier: an internal code to identify the supplier in your system.
IBAN: the supplier's bank account for payments.
Contract number: enter the contract number, if applicable.
Default: whether this supplier will be the main one for certain tasks.
📢 Important: Mandatory fields are marked with (*).
📌 Note: You can edit the supplier record at any time if you need to make adjustments or add more information.
Once you've completed these fields, click "OK" to save the information and register the supplier in the system.
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