Suppliers Administrator

Suppliers are external companies (e.g., Four'N Twenty, Coca-Cola) that provide products to your venues. Managing suppliers lets you track which products come from which supplier, which venues they service, and which contractor staff they employ for stock deliveries.

Accessing Suppliers

Navigate to Supplier Management in the sidebar under Products & Departments.

Creating a Supplier

1. Click the Add Supplier button.
2. Fill in the details:
   • Company — Select which company this supplier belongs to
   • Supplier Name — The supplier's display name (must be unique per company)
   • Code — A short identifier (e.g., "FNT" for Four'N Twenty)
   • Contact Name — Primary contact person
   • Contact Email — Contact email address
   • Contact Phone — Contact phone number
   • Venues — Use the inline venue selector to assign venues directly from the form (optional, can also be done later via the Sync panel)
   • Active — Whether the supplier is currently active
3. Click Create.

Editing a Supplier

1. Find the supplier in the list.
2. Click Edit.
3. Update the desired fields. The inline venue selector is also available here to quickly adjust venue assignments.
4. Click Update.

Deleting a Supplier

1. Click Delete on the supplier row.
2. Confirm the deletion.

WARNING

Deleting a supplier removes all venue, product, and staff associations. Active contractor staff will lose their supplier link and will no longer be able to log transfers.

Assigning Venues

Venues tell the system which locations the supplier services. Contractors linked to this supplier can only create transfers at assigned venues.

1. Click the Sync dropdown on the supplier row.
2. Select Venues.
3. The sync panel opens with a searchable, paginated list of venues:
   • Search — Type in the search box to filter venues by name. The search queries the backend API with a 300ms debounce, so results appear quickly without excessive server requests.
   • Pagination — Results are paginated at 20 items per page. Use the page navigation controls to move between pages.
   • Selecting items — Check or uncheck individual venues. Selections persist across pages — selecting venues on page 1 and then navigating to page 2 will not lose your page 1 selections.
   • Bulk selection — Use the Select page link to check all venues on the current page, or Deselect page to uncheck them all.
   • Selection counter — A counter displays the total number of selected venues across all pages, so you always know how many are assigned.
4. Click Save.

Inline Venue Selector

Venues can also be assigned directly from the create/edit supplier form using the inline venue selector, without needing to open the sync panel separately.

Company Isolation

Only venues belonging to the supplier's company are shown. You cannot assign a venue from a different company to a supplier.

Assigning Products

Products define what the supplier delivers. Contractors will only see these products when creating transfers. Assignment is always per individual product — not by whole product group. When you assign a product you also record which product group it sits under for that supplier.

1. Click the Sync dropdown on the supplier row.
2. Select Products.
3. The sync panel opens with a searchable, paginated list of products:
   • Search — Type in the search box to filter products by name. The search queries the backend API with a 300ms debounce.
   • Filters — Narrow the list with the Product Type and Product Group filters.
   • Pagination — Results are paginated at 20 items per page. Use the page navigation controls to move between pages.
   • Selecting items — Check or uncheck individual products. Selections persist across pages — selecting products on page 1 and then navigating to page 2 will not lose your page 1 selections.
   • Bulk selection — Use the Select page link to check all products on the current page, or Deselect page to uncheck them all.
   • Selection counter — A counter displays the total number of selected products across all pages.
4. Click Save.

TIP

A groups-only model — where selecting a group assigned every product in it — was considered and rejected, because suppliers rarely handle every product in a group. Keep each supplier's product list tight; contractors only see the products assigned to their supplier.

Company Isolation

Only products from venues within the supplier's company are available. Cross-company product assignment is blocked.

Assigning Staff (Contractors)

Staff assignments link mobile app users to the supplier as transfer contractors. Once linked, the staff member's mobile app switches to a stripped-back contractor experience focused solely on transfer logging.

1. Click the Sync dropdown on the supplier row.
2. Select Staff.
3. The sync panel opens with a searchable, paginated list of staff members:
   • Search — Type in the search box to filter staff by name. The search queries the backend API with a 300ms debounce.
   • Pagination — Results are paginated at 20 items per page. Use the page navigation controls to move between pages.
   • Selecting items — Check or uncheck individual staff members. Selections persist across pages — selecting staff on page 1 and then navigating to page 2 will not lose your page 1 selections.
   • Bulk selection — Use the Select page link to check all staff on the current page, or Deselect page to uncheck them all.
   • Selection counter — A counter displays the total number of selected staff members across all pages.
4. Click Save.

TIP

When a staff member is assigned to a supplier, their mobile app experience changes on their next login. They will see the contractor interface — home screen, transfer creation, and transfer history. See Contractor Workflow.

How It Works

Supplier → assigned to → Venues (where they deliver)
         → assigned to → Products (what they deliver)
         → assigned to → Staff (who delivers it — contractors)

When a contractor logs into the mobile app:

1. The system detects they are linked to a supplier.
2. They land on a dedicated contractor home screen showing their supplier, venues, and the event they've been assigned to.
3. The transfer flow is scoped to their supplier: products are automatically filtered to the supplier's assigned products that exist in both the selected source and destination outlets, and transfers are tagged to the assigned event.
4. Transfers they create are automatically attributed to them.
5. Venue managers see contractor transfers in their normal transfer views — no special filtering needed.

Security & Data Isolation

• Company scoping — Suppliers are automatically scoped to their company. Administrators can only see and manage suppliers within their assigned companies.
• Cross-company protection — Venue, product, and staff sync operations validate that all selected items belong to the supplier's company. Cross-company assignments are rejected.
• Contractor isolation — Contractors can only see venues, outlets, and products assigned to their supplier. Transfer history is scoped to the supplier's venues.
• Outlet validation — When creating a transfer, the system verifies that both source and destination outlets belong to the specified venue.
• Active supplier check — Only staff linked to an active supplier are recognised as contractors. Deactivating a supplier immediately revokes contractor access.

Tips

• A supplier must have at least one venue and one product assigned before contractors can log transfers.
• Deactivate a supplier (toggle Active off) to temporarily prevent contractor access without removing associations. The change takes effect on the contractor's next login.
• The same staff member should not be assigned to multiple suppliers simultaneously.