Supplier order files

Some suppliers take orders through a portal or by email in their own file layout — their columns, their product codes, quantities in packs rather than units. Order export turns a finished draft into exactly that file, so you can submit it without re-keying anything by hand.

You set it up once per supplier from a sample of their file. After that, a Supplier filebutton on the PO composer produces a ready-to-submit export from whatever you've drafted.

Two kinds of file

Stokk handles both ways suppliers take orders:

• A fresh CSVin the supplier's columns — for suppliers who just want a simple file uploaded to their portal.
• Their own workbook, filled in— for suppliers who send you a multi-tab Excel order form and want that exact file back with your quantities written in. Stokk writes each ordered line into the order-form sheet, looking each product up in the workbook's own catalog tab, and hands the file back otherwise untouched.

Setting it up

Open the supplier under Purchasing → Suppliers and find the Order export card. Upload a sample of the file the supplier expects — their blank order template, a past order, or their full order workbook. Stokk reads it, decides whether to generate a CSV or fill their workbook, and proposes the mapping: which columns to fill, which product code matches their catalog, and whether quantities go in packs or units.

Check the proposal and adjust anything that's wrong, then Save. The recipe is locked in for this supplier; you only redo it if the supplier changes their format. If the workbook has more than one order form (different shipping routes, say), note which one you use in the supplier's notes so the right sheet is chosen.

Exporting an order

Build the order as usual in the PO composer. When you're happy with the quantities, click Supplier filenext to the export menu. Stokk fills the supplier's layout with your order lines and downloads the file. Upload that to their portal or attach it to your email.

The numbers are always yours

Stokk learns the supplier's format, but it never invents a quantity or a code. Every line in the export comes straight from your order, and a check runs before the file is built:

• Every ordered line is present, once, with the quantity you ordered — converted to packs where the supplier orders in packs.
• Each line resolves the code the file needs — and, when filling the supplier's workbook, is found in their catalog tab. If a line can't be matched, the export is blocked and tells you which one, rather than sending a file the supplier would reject.
• If an ordered quantity isn't a whole number of packs, it's rounded up to the next full pack and flagged so you can see it.

Packs vs units

When a supplier orders in packs, the export divides each line by its order multiple— the pack size you set on the item — not a raw case size that may be out of date. Because the composer already rounds suggestions to the order multiple, the pack counts in the file match what you ordered exactly. Set order multiples on the supplier's product grid so only full packs are ever suggested.