How do you associate a supplier item with a generic ingredient when you receive a delivery note in tspoonlab?
Associating a supplier item with a generic ingredient in tspoonlab tells the system which ingredient each code or description belongs to. When you receive a delivery note, you can do this on the spot, and tspoonlab suggests the price and purchase format from what you received.
This article is for anyone whose profile has permission to manage Ingredients and Suppliers in tspoonlab.
This is one of four ways to associate a supplier item with a generic ingredient in tspoonlab. You can also do it using a price list, from the Supplier Page or from the Ingredient Page. If you've already associated an item with the wrong purchase format, see "Switch an associated supplier item between bulk and a purchase format".
Step-by-step guide to associating a supplier item when you receive a delivery note in tspoonlab
Follow these steps to associate a supplier item directly when you receive a delivery note.
Go to "Management" ā "Purchases".
Open the purchase order whose delivery note you're receiving.
Find any item on the imported delivery note that isn't associated with an ingredient. You'll see "Associate"next to its code.
Click "Associate" to associate the supplier item with the right generic ingredient.
In the "Associate item to ingredient" window, check that the code and description read by AI document scanning are correct. Both are already filled in as they appear on the delivery note.
If the description includes a batch number, delete that part of the description.
If the supplier doesn't use codes, leave the code empty.
To stop tspoonlab reading incorrect codes, you can set up the supplier. Find out more in Parametrise suppliers to optimise scanning with AI.
Click "Ingredients" to associate the item with a generic ingredient.
Search for the ingredient you want to associate the item with.
Before you create a new one, search for similar names to make sure the ingredient doesn't already exist.
If you can't find it, click "Create new" to create it.
Click "Select" once you've found the ingredient.
Choose whether the price is for bulk or units, or for a purchase format.
Before you choose, check what sets the price on the delivery note, so the item code is assigned to the right purchase format.
For example, the ingredient may come in a format of 1 box of 12 units, but the delivery note shows a quantity of 12 (units), not 1 (box of 12).
If the format is, for example, 1 box of 12 units of 1.5 kg, click the "+" button to expand the format.
Click "Ok". The item's code and description, with its price and purchase format, are now associated with the generic ingredient.
š Note: when a new item comes in from a delivery note, tspoonlab automatically suggests the delivery note price as the price of the purchase format. Check it before you click "Ok".
š” Tip: whenever you receive a delivery note, open it first so you can check that the data read by AI document scanning is correct.
š¢ Important: a generic ingredient's main unit should always be the unit you want to analyse it in within tspoonlab. The purchase format only shows how the supplier sells it to you. For example, the main unit for wine is the bottle, even if you buy it in a case of 6 bottles. The main unit for rice, however, is the kg, even if you buy it in a 5 kg sack.
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