How do you fix the purchase format of a supplier item you've already associated in tspoonlab?
Fixing the purchase format of an associated supplier item in tspoonlab means moving its code and description to the right place: from bulk or units to a specific format, or from a format back to bulk or units.
This article is for anyone whose profile has permission to manage Ingredients and Suppliers in tspoonlab.
This article complements the four ways to associate a supplier item with a generic ingredient in tspoonlab: using a price list, from the Supplier Page, from the Ingredient Page or when you receive a delivery note. Use it when you've already associated an item, but with the wrong purchase format.
Step-by-step guide to opening a supplier item to fix its purchase format in tspoonlab
If you associated a supplier item with the wrong purchase format, for example as loose units when it actually came in a box, open the supplier item first to fix its purchase format.
Go to the Ingredient Page of the generic ingredient.
Find the "Suppliers" section.
Click the three dots on the supplier item you want to fix.
Select "Edit".
You can also do this from the Supplier Page. Find the ingredient, click the three dots on the associated generic ingredient and select "Edit".
Move a supplier item from bulk or units to a purchase format
Follow these steps if the supplier item's code and description are assigned to bulk or units and you want to move them to a purchase format.
In the item's edit window, open the red arrow on the right of the window.
Copy the item's code and description.
Delete them from the bulk field.
Click the red "Formats" button.
Open the red arrow on the right of the window.
Paste the code and description that were assigned to bulk or units, so they're now assigned to the new format.
Set the correct new purchase format, for example 1 bag of 2 kg, and the price based on that format.
Click "Ok" to confirm the format.
Click "Ok" again to save the changes to the supplier item.
📢 Important: a supplier item's code and description must sit in one place only: either in bulk or units, or in the format. They can't be in both at once, because when tspoonlab finds that code on a delivery note, it won't know whether you're receiving a format or bulk or units.
Move a supplier item from a purchase format to bulk or units
Follow these steps if the supplier item's code and description are assigned to a purchase format and you want to move them to bulk or units.
In the item's edit window, click the "Formats" button.
Open the red arrow on the right of the window.
Copy the item's code and description.
Delete them from the format field.
Click "Ok".
Back in the bulk or units window, click the red arrow that shows those details.
Paste the item's code and description there.
Click "Ok" to save the changes to the supplier item.
Whichever case you follow, the Ingredient Page and the Supplier Page then show the supplier item with its new purchase format and the correct code and description.
Should a supplier item's code and description go in bulk or units, or in the format?
Where you record a supplier item's code and description, in bulk or units or in the format, sets the quantity of the ingredient you receive. It depends on what the delivery note records as the quantity.
For example, an ingredient comes in a box of 3 bags of 1.5 kg, so each box holds 3 × 1.5 = 4.5 kg. If you buy 1 boxand the delivery note records a quantity of "1", the code and description go in the format, because you're charged for 1 box. If the delivery note records a quantity of "4.5" instead, the code and description go in bulk or units, because you're charged for 4.5 kg.
An ingredient can have a purchase format assigned while its code and description sit in bulk or units. Set it up this way when you want to place orders by format, but the delivery note records the quantity in bulk or units.
📢 Important: fixing the purchase format doesn't update delivery notes already recorded with the wrong format. If you've already received goods with this item assigned incorrectly, rescan those delivery notes with the correct format so your stock and costs are calculated correctly.
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