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Supplier Management

Managing suppliers and vendors in the DATAR inventory system

What you'll learn in this guide: How to effectively manage suppliers, maintain vendor relationships, and streamline your procurement process in the DATAR platform.

Overview

The Supplier Management system in DATAR provides tools for tracking vendor information, managing relationships, evaluating performance, and streamlining the procurement process. This guide will show you how to effectively manage your suppliers to ensure reliable inventory replenishment and maintain strong business relationships.

Key Features
  • Comprehensive supplier profiles
  • Performance tracking and scoring
  • Preferred supplier designation
  • Contract management
  • Contact information and communication logs
  • Supplier categorization and tagging
Benefits
  • Centralized supplier information
  • Improved supplier selection decisions
  • Enhanced vendor relationship management
  • Streamlined procurement process
  • Better negotiation leverage
  • Reduced supply chain risks

Supplier Profiles

Each supplier in the system has a detailed profile containing:

  • Basic Information: Name, address, contact details, website
  • Tax and Legal Information: Tax ID, business registration
  • Contact Persons: Multiple contacts with roles and details
  • Categories: Product/service categories they provide
  • Performance Metrics: Delivery times, quality ratings, etc.
  • Contract Information: Terms, start/end dates, renewal options
  • Payment Terms: Payment methods, credit terms
  • Notes and Documents: Additional information and attachments

Creating a New Supplier

To add a new supplier to the system:

  1. Navigate to the Inventory module
  2. Select "Suppliers" from the sidebar
  3. Click the "Add Supplier" button
  4. Fill in the required information (name, contact, address)
  5. Add optional details such as payment terms and categories
  6. Upload any relevant documents (contracts, certifications)
  7. Save the supplier profile

Supplier Performance Tracking

DATAR allows you to track supplier performance through various metrics:

  • On-Time Delivery: Percentage of orders delivered on schedule
  • Quality Rating: Based on inspections and rejection rates
  • Price Competitiveness: Comparison with market rates
  • Response Time: How quickly they respond to inquiries
  • Issue Resolution: How effectively they handle problems

Supplier Evaluation

The system automatically calculates a supplier score based on the performance metrics. This score helps you:

  • Identify top-performing suppliers
  • Recognize suppliers that need improvement
  • Make data-driven decisions about supplier selection
  • Negotiate better terms with evidence-based feedback

Linking Suppliers to Inventory

Each inventory item can be linked to one or more suppliers, allowing you to:

  • Record the supplier's product code for easy reordering
  • Track pricing history from each supplier
  • Compare lead times and minimum order quantities
  • Set preferred suppliers for automatic reordering
  • Maintain alternative suppliers for supply chain resilience

Communication and Notes

The system provides tools to document your supplier interactions:

  • Communication Log: Record calls, emails, and meetings
  • Activity Timeline: Chronological view of all interactions
  • Document Sharing: Exchange documents with audit trails
  • Reminders: Set notifications for follow-ups or contract renewals
Best Practice: Regularly review your supplier performance metrics quarterly and conduct formal evaluations annually. Use this data during contract negotiations.

Integration with Orders

Supplier Management integrates with the Order system to:

  • Automatically populate supplier details in purchase orders
  • Track order history by supplier
  • Generate supplier-specific reports
  • Update performance metrics based on order fulfillment
  • Enable automated reordering based on inventory levels
What's Next

Now that you understand Supplier Management, you might want to explore: