Supplier Part References

In your materials catalogue, each item is defined using your organisation's internal codes and descriptions. Suppliers, however, use their own part numbers, naming conventions, and pricing structures. Supplier Part References link your internal material codes to the supplier's part numbers, descriptions, and pricing. This ensures the system uses the correct supplier-specific details when creating purchase orders.

Supplier Part References sit under individual suppliers and support:

  • Purchase Order automation: When you create a purchase order, the system uses Supplier Part References to populate the supplier's part number and pricing on each order line.

  • Supplier-specific pricing: Each reference can include a unit cost, and optionally, a Framework Cost, along with quantity ranges, allowing tiered pricing.

  • Stores re-ordering: The stores reorder process uses Supplier Part References to determine which supplier can fulfil a material and what price to apply. If only one supplier is linked, the system selects it automatically.

  • Over The Counter (OTC) orders: You can flag references for OTC purchasing via Mobilise, allowing field operatives to buy items directly from a supplier branch.

  • Framework Costing: A secondary cost field "Framework Cost" can override unit cost on purchase orders when enabled at the contract level.

Each Supplier Part Reference links:

  • your internal material code

  • the supplier's part number

  • the supplier's description of the item

  • the pricing agreed with that supplier

This allows the system to use the correct supplier-specific details when creating purchase orders.

Add a supplier part reference

You can define how materials are ordered from a supplier by linking your internal material codes to the supplier's part numbers, descriptions, and pricing. This ensures that when you raise a purchase order, the supplier receives the item using their own part number and agreed pricing.

You can define pricing using quantity ranges, allowing different unit costs to apply depending on order quantity. You can also configure a Framework Cost, which can override the unit cost based on contract settings. When you create a purchase order and select a supplier, the system uses Supplier Part References to determine which materials are available to order and how they are displayed.

If the Limit material code selection on purchase orders to Supplier Part References option is enabled on the supplier, you can only select materials that have a Supplier Part Reference configured for that supplier. If this option is not enabled, you can select materials from the wider materials catalogue, but supplier-specific pricing and part details might not apply.

You typically configure Supplier Part References after setting up suppliers and defining your materials catalogue, as part of Materials Management.

  1. Navigate to Configuration > Materials Management > View supplier.

  2. Select the supplier, then Supplier Part References > Add Supplier Part Reference.

  3. Enter the details:

    • Supplier part reference: Enter the supplier's part number or catalogue reference for the material. This is the identifier the supplier uses and appears on purchase orders instead of your internal material code.

    • Supplier's part description: Enter a free-text description of the part as defined by the supplier. This can differ from your internal material description. You can also use this description for Over The Counter orders.

    • Code: Select the internal material code to link to this supplier part reference. This creates the relationship between your material and the supplier's item.

    • Supplier: Displays the current supplier you're adding the reference to.

    • Purchasing UoM: Displays the Unit of Measure used when purchasing from the supplier, for example, each, box, metre. This might differ from your internal stocking unit and controls how the item is ordered from the supplier. The system populates this field automatically from the selected material Code and you can't edit it here. If it is blank, check that a Purchasing UoM is configured on the material code under Materials Management configuration.

    • Quantity Range Min: Enter the minimum quantity at which the unit cost applies.

    • Quantity Range Max: Enter the maximum quantity at which the unit cost applies. Together with minimum, this defines a pricing band. You can create multiple references for the same material with different quantity ranges to support volume-based pricing.

    • Unit cost: Enter the price per unit for this material within the defined quantity range. The system uses this value on purchase order lines unless Framework Cost is enabled on the Contract.

    • Framework Cost: Enter a secondary cost that can replace of unit cost on purchase orders when the contract is configured to use Framework Cost. By default, this matches the unit cost. If Framework Cost is not set, the system uses the unit cost.

    • Use for Over The Counter orders: Select this option to make the part reference available for Over The Counter (OTC) purchasing. The item is synchronised to Mobilise and available for selection by field operatives.

    • Auto Purchase Invoice Match Over The Counter orders: Select this option to automatically match purchase invoices for OTC items against the order. This reduces manual review for frequently purchased items with predictable costs.

    • Use description for Over The Counter orders: Select this option to display the supplier's part description instead of the internal material description in Mobilise. This can make items easier for operatives to recognise at the point of purchase.

    • Is active: Select this option to make the reference available for use. Clear this option to remove the reference from selection lists without deleting it. This is useful for retiring old pricing or discontinued parts.

  4. Select Save and Exit.