---
title: "Suppliers"
canonical: "https://helpcenter.storesace.com/space/KBEN/22544385/Suppliers"
format: markdown
---
Suppliers are external entities that provide items and/or services to the stores. They are directly related to the stores existing in the system through the movements generated between them.

## Supplier Creation

> Macro (anchor)

To create a supplier, the "+ Add" button available in the upper right corner leads to the creation page. All fields marked with (*) are mandatory.

![image-20250918-163452.png](media://ea0c000e-d507-442c-a015-63194b5635eb)

![image-20250918-164009.png](media://1fbe1711-d94f-43ab-bdbd-81b373aa4aa7)

**Location**: All fields related to the supplier's address are mandatory. Defining these fields is necessary for documentation issuance (such as transportation guides) to contain all the necessary and updated information from a legal perspective.

**Contacts**: Order Send Email: if the supplier is suitable for this requirement, stores**ace** can automatically send purchase orders to the supplier if this field is defined with the supplier's email, facilitating communication.

After all these fields are set, the new supplier insertion is finalized in the system using the "Create" button.

## Supplier Settings

> Macro (anchor)

Defining additional aspects of supplier operations is done through the tabbed area present after supplier creation.

### Cardex

> Macro (anchor)

Tab that allows defining or viewing the items supplied by this particular supplier.

![image-20250918-164157.png](media://e01a5f86-e900-4896-86f6-dde71c2cbaa9)

**Filter by Date**: allows filtering the information displayed in the list by date, to see the items present during the start or end dates of purchases from the supplier, and to observe their price evolution.  
**Add**: allows adding items to the supplier's item cardex individually.  
**Search**: allows searching in the list of created items for those to be added to the listing; allows adding individual or multiple items.

### Accounting

> Macro (anchor)

Tab that allows you to view the financial transactions related to the supplier (payments, credits, etc).

![image-20250918-164230.png](media://530f77fa-65d4-4f7a-87e2-5e40a91395ed)

**Payable until**: allows filtering the accounting documents by their payment deadline date.  
**Payment**: allows, after selecting a document from the list, to mark it as paid.

### Accounts

> Macro (anchor)

Tab detailing the supplier's bank account(s) which will be associated with the document when issued, referencing the account where payments should be made.

![image-20250918-164323.png](media://be41fe89-2ba4-4ee9-85ef-fa222ac1bf1d)

### Configurations

> Macro (anchor)

Tabulation allowing the configuration of how the supplier operates.

![image-20250918-164849.png](media://5de74d69-6e80-484f-b44a-af4645c88dae)

### MRP

![image-20250918-164951.png](media://1c325564-c9ae-4389-b0bb-741c282f1d44)

**MRP** (Automatic Orders)**: **MRP (Material Requirements Planning) is an automated order creation based on the analysis of article movements in stores**ace**.  
Learn more about this feature **[here](https://helpcenter.storesace.com/space/KBEN/22544385/Suppliers#MRP-(Automatic-Orders))**.

### Stores

> Macro (anchor)

Tab defining for which stores the supplier is active for orders and deliveries; a supplier can serve multiple stores this way.

Additionally, it is possible to configure the automatic sending of orders (MRP, learn more [here](https://helpcenter.storesace.com/space/KBEN/22544385/Suppliers#MRP-(Automatic-Orders))) to one or multiple stores.

The activation of this MRP feature can be done by clicking on the corresponding store line.

![MRP by Store.gif](media://06d7f923-ab4b-4308-b14b-3d77f644dd12)

### Sidebar Tool Options

> Macro (anchor)

On the main page of the General > Suppliers menu, the lateral toolbar allows you to find the option "Import Suppliers". This option enables you to upload an Excel file containing a list of suppliers and their pre-defined settings. After uploading, the suppliers are created in the system based on the information in the file. It's also possible to download a file with optimized formatting for data entry.

### Cardex Management / File Import

> Macro (anchor)

In the Suppliers list, accessing the lateral toolbar, you can find the "Cardex Import" option.

![image-20250918-163814.png](media://2cf621a9-b97c-40d2-b1b9-67fac9df4f72)

This option allows you to download an Excel file in which you can, at any time, directly import the cardex for a specific supplier. You can even use the same file to massively edit Purchase Prices for one or more suppliers, making the task of adjusting prices easier.

---

## MRP (Automatic Orders)

> Macro (anchor)

MRP* (Material Requirements Planning)* is an **automated order creation system** based on the analysis of item movements in stores**ace**.

Stores**ace** collects all sales and consumption data from stores, and based on that, it allows an automatic process to be activated, which runs overnight, generating orders to selected suppliers.

By default, orders remain in "**Open**" status until **approved by the user**, at which point they are sent to the supplier.

### Order Generation

For the order to be generated on the Supplier page, the User must activate the MRP functionality for that supplier.

![image-20250918-164951.png](media://1c325564-c9ae-4389-b0bb-741c282f1d44)

The User must define which will be the order days and which will be the delivery days.

![Screenshot_2-20250918-164715.png](media://74723959-ab7e-4d65-b6b3-113791bba0ef)

Additionally, it is possible to configure the automatic sending of orders to one or multiple stores.

The activation of this MRP feature can be done by clicking on the corresponding store line.

![MRP by Store.gif](media://06d7f923-ab4b-4308-b14b-3d77f644dd12)


### Generation process

| The night before the order day, the platform generates the order with the necessary quantities and leaves it in "**Open**" status for a final validation by the User.<br>If there are two order days for the same supplier, there will be an order to be authorized on each of those days. | ![image-20250918-160115.png](media://5c2edd76-8d69-4408-ace6-831af805a7c6) |
| --- | --- |

The platform uses the following data:

- Order date
- Delivery date (Lead time)
- Orders in transit
- Consumption history
- Minimum stock per item/warehouse

#### Order calculation per item:

- **Initial stock**: Current Stock + Stock in Transit **-** Forecasted consumption until the delivery date
- **Consumption**: Forecasted sales using the history of the last two weeks
- **Quantity to Order**: Consumption **+** Minimum Stock **-** Initial Stock

### Contemplated Dates

The automation to be considered is consumption between deliveries.

#### Example:

For a supplier where the order is sent on Monday for delivery on Wednesday, the cycle is as follows:

![mrpatualizado_en.gif](media://fcc3fdbd-73a3-49f5-887c-4fb415e9cffe)

> ℹ️ The system accounts for consumption between the current and the following delivery dates to ensure maximum safety and prevent stockouts. To avoid duplication, the MRP automatically discounts stock already guaranteed in previous orders, suggesting additional quantities for the “overlapping” day only if the consumption forecast increases.

### View Pending Orders

In the order list, all orders are visible in their different states. Orders pending approval appear in a different color and can be sent or corrected and sent.

![image-20250918-143448.png](media://287a0c5e-2875-4f9c-861c-20e23faf66ba)

### Verifying an Order

The order remains in "**Open**" status, to be modified according to unforeseen needs. It will only be sent after being "**Closed**" and "**Approved**" by the User.

![image-20250918-143521.png](media://81cbd90f-2436-47c5-98f8-fb37b69a137f)