Supply Vendors

Executive Summary

Supply Vendors is where administrators maintain the vendors that supply products (for example meals) and the products each vendor sells. The list page shows every vendor and lets users add a vendor. Opening a vendor shows its detail page, with the vendor's contact details, its product catalogue (prices, taxes, cost, premium code, discontinued status), an audit trail of product changes, and the order forms built from the vendor's products. Products and forms can be imported from Excel, and the vendor's products can be exported to Excel.

Key Features

• Add a supply vendor with a code, name and bill by method (Scheduled Visit or Visit Premiums)
• Edit a vendor's contact details, ship via, employee AlayaCare ID and PDF password
• Add, edit, delete, disable (discontinue) and re-enable products
• Import products from Excel (two file layouts) and export a vendor's products to Excel
• Review the audit trail of changes made to products
• Build vendor order forms from sections and products, add all vendor products to a section at once, and import forms from Excel

Typical Workflow

1. On the list, click Add, enter the Code, Name and Bill By Method, then click Save.
2. Click the edit icon on the vendor (or right-click the row and choose Edit) to open it.
3. On the General tab, click Edit to enter the vendor's contact and ordering details.
4. On the Products tab, add products one at a time, or use Import Products / Import Products V2 to load them from Excel.
5. On the Forms tab, click Add Form, then right-click the form and choose Edit to add sections and products to it (or use Import Forms).
6. Use the Audit tab to review changes made to products, and Export to save the vendor's products to Excel.

Available Permissions

The following permissions are available to be assigned to AlayaCare Roles:

Main Grid

The grid lists all supply vendors (14 rows per page).

Actions

Dialog Components

Supply Vendor (add)

Opens from Add. Code, Name and Bill By Method are all required, and the Code must not already exist ("Vendor ... already exists"). Save creates the vendor; Cancel closes without saving.

Supply Vendor Detail Page

Opens from the edit actions in the main grid. The top of the page shows the vendor's Code, Name and Bill By Method (read-only) and these buttons.

Tabs

General

Read-only display of Email Address, Address Line 1, Address Line 2, City, State/Prov, Postal Code, Ship Via and Employee AC ID. Click Edit to open the Vendor dialog.

Products — Grid

The first three columns stay in place when scrolling sideways (14 rows per page).

Products — Grid Filters

Click Apply Filter to refresh the list. Use Clear Filter to reset the filter.

Products — Grid Actions

Audit — Grid

A read-only list of product changes (14 rows per page).

Forms — Grid

Forms — Grid Actions

Vendor

Opens from Edit on the General tab. Vendor Name is required. Save stores the changes; Cancel closes without saving.

Product

Opens from Add or the product edit actions. Product Id and Description are required. Save stores the product; Cancel closes without saving.

Import Products

Opens from Import Products or Import Products V2. Use Excel file to process to choose an .xlsx or .xls file (up to 100 MB). Process runs the import; Clear removes the chosen file; Close closes the dialog.

Import Vendor Forms

Opens from Import Forms. Select one .xlsx or .xls file and upload it; the import starts as soon as the file is uploaded. Close closes the dialog.

Add Vendor Form

Opens from Add Form. Enter the form Name and click Save (Close closes without saving).

Edit Vendor Form

Opens from the right-click Edit on the Forms tab. The form Name can be changed and saved with Save; Close closes the dialog. It has two tabs.

Sections — Grid

Sections — Grid Actions

Products — Grid

Products — Grid Actions

Add Form Section

Opens from Add or edit on the Sections tab. Fields: Sequence (0 or higher) and Name. Save stores the section; Close closes the dialog.

Edit Form Detail

Opens from Add or edit on the form's Products tab. Choose the Section; when adding, also choose the Product (when editing, the product is shown read-only). Save stores the line; Close closes the dialog.

Dependencies

The following tables must be configured for lookups on this view to work:

Processing Overviews

This section describes what happens after you confirm a processing action.

Export

1. Builds an Excel workbook with a General sheet (vendor code and name) and a Products sheet listing every product of the vendor (not just the filtered ones) with its description, category, case quantity, prices, taxes, cost, premium code and discontinued details.
2. Downloads the file as supplyvendor_ followed by the vendor code and the current date and time, with the extension .xlsx.

Import Products

1. Closes the dialog and opens a progress panel titled Importing File.
2. Reads the first sheet of the Excel file and checks that it has the expected number of columns and column headings. A warning is shown if not, and nothing is imported.
3. For each data row, finds the product by the vendor code and product ID in the row. Adds it if it does not exist, otherwise overwrites it with the values in the row. A row with invalid data shows "Invalid Data in row" and is skipped.
4. Shows "Import Finished" when done.

The original layout (Import Products) expects these columns in order: SupplyVendorCode, ProductID, Description, Supplemental, qtyPerCase, currentSellingPrice, applyPST, applyHST, currentCost, premiumCodes_acId, status.

The V2 layout (Import Products V2) expects: SupplyVendorCode, ProductID, Description, QtyPerCase, QtyPerCaseDescription, CurrentSellingPrice, ApplyPST, ApplyGST, CurrentCost, PremiumCode, IsDiscontinued. Rows are silently skipped when the vendor code is not the vendor being viewed or when the premium code is not found. The product list and audit trail are refreshed at the end.

Import Forms

1. Starts when the file is uploaded and opens a progress panel titled Import Data that lists any problems.
2. Checks the workbook. Sheet 1 must have the headings Name and Status, sheet 2 Name and Sequence (sections), and sheet 3 Section and ProductID (products). The first data row of sheet 1 gives the form name and status.
3. Adds the form for the vendor if the name is new, or updates the existing form's status.
4. Adds each section on sheet 2 that does not exist on the form. Sections that already exist have their sequence reset to 0.
5. For each row on sheet 3, adds the product to the named section of the form unless it is already on the form. A section that is not found is reported.
6. Shows "Import Finished" on success or "Import Finished - Errors Found" when problems were reported.

Add All Vendor Products

1. Opens a progress panel titled Adding All Products.
2. Uses the section selected in the Sections grid (nothing happens unless exactly one is selected).
3. Adds each vendor product that is not yet on the form to that section, then refreshes the product lines.