Overview

Supplier groups are an essential feature in iVendNext that allow businesses to categorize and manage suppliers more effectively. By grouping suppliers based on common characteristics—such as the type of goods they provide or their geographic location—you can streamline procurement processes, simplify accounting, and improve overall supplier management. This guide will walk you through how to set up and manage supplier groups in iVendNext.

1. Introduction to Supplier Groups

A Supplier Group is a collection of suppliers that share similar attributes, such as the type of products they supply (e.g., pharmaceutical, hardware) or their business relationship with your company (e.g., local, international). In iVendNext, supplier groups help you organize suppliers into logical categories, making it easier to manage payments, track performance, and apply uniform policies across similar suppliers.

2. Prerequisites for Creating Supplier Groups

Before creating supplier groups, ensure that the following prerequisites are met:

• Supplier Creation: The suppliers you want to group must already be created in iVendNext. If not, refer to the Understanding Suppliers in iVendNext guide to create them.

• Clear Categorization Criteria: Define the criteria for grouping suppliers (e.g., by product type, location, or payment terms) to ensure consistency.

3. How to Create a Supplier Group

3.1 Accessing the Supplier Group Module

1. Navigate to Supplier Groups: Go to Home > Buying > Supplier Group to access the Supplier Group List View.

2. Click on New: Click the "New" button to create a new supplier group.

3.2 Setting Up the Supplier Group

1. Enter Group Name: Provide a name for the supplier group that reflects its category (e.g., "Pharmaceutical Suppliers" or "Local Hardware Vendors").

2. Set Parent Supplier Group (Optional): If this group is a subcategory of an existing group, select the Parent Supplier Group from the dropdown menu.

3. Define Payment Terms (Optional): You can set default payment terms for the group, which will apply to all suppliers within it. This is useful if all suppliers in the group share similar payment conditions.

4. Save: Click "Save" to create the supplier group.

3.3 Assigning Suppliers to a Group

Once a supplier group is created, you can assign suppliers to it:

1. Navigate to Supplier Master: Go to Home > Buying > Supplier.

2. Select a Supplier: Choose the supplier you want to assign to a group.

3. Assign to Group: In the Supplier Group field, select the appropriate group from the dropdown menu.

4. Save: Click "Save" to assign the supplier to the group.

4. Key Features of Supplier Groups

4.1 Hierarchical Supplier Group Structure

iVendNext allows you to create a hierarchical structure for supplier groups, similar to a tree. This is particularly useful for large organizations with complex supplier networks.

• Parent and Child Groups: You can create parent groups (e.g., "Pharmaceutical Suppliers") and child groups (e.g., "Vaccine Suppliers," "Medicine Suppliers") to further categorize suppliers.

• Tree View: To view the hierarchical structure, click on Tree from the sidebar. This provides a visual representation of your supplier groups.

4.2 Default Payment Terms

By setting default payment terms at the group level, you can ensure that all suppliers within the group adhere to the same payment conditions. This simplifies the payment process and reduces the need to set terms individually for each supplier.

4.3 User Permissions

iVendNext allows you to apply hierarchy-based permissions for supplier groups. If a user has permission to view a parent group, they automatically gain access to all child groups under it. This feature is useful for controlling access to sensitive supplier information.

• Example: If a user has permission to view the "Pharmaceutical Suppliers" group, they can also view its child groups, such as "Vaccine Suppliers" and "Medicine Suppliers."

5. Best Practices for Managing Supplier Groups

5.1 Define Clear Grouping Criteria

• Consistency is Key: Ensure that your grouping criteria are consistent and logical. For example, group suppliers by product type, geographic location, or payment terms.

• Avoid Overlapping Groups: Make sure that suppliers are not assigned to multiple groups unless necessary, as this can lead to confusion.

5.2 Regularly Review and Update Groups

• Monitor Supplier Performance: Regularly review the performance of suppliers within each group and adjust groupings as needed. For example, if a supplier changes the type of products they offer, they may need to be moved to a different group.

• Update Payment Terms: If payment terms change for a group, update the default terms at the group level to ensure consistency.

5.3 Leverage Hierarchical Structures

• Use Parent and Child Groups: For large supplier networks, use hierarchical structures to organize suppliers into broader categories (parent groups) and subcategories (child groups).

• Simplify Permissions: Use hierarchy-based permissions to simplify user access control. Grant access to parent groups to automatically provide access to child groups.

5.4 Communicate Group Policies

• Inform Suppliers: Clearly communicate any group-level policies (e.g., payment terms) to suppliers to avoid misunderstandings.

• Provide Training: Offer training to your team on how to use supplier groups effectively, especially if hierarchical structures are involved.

6. Conclusion

Supplier groups in iVendNext are a powerful tool for organizing and managing your suppliers more effectively. By categorizing suppliers based on common attributes, setting default payment terms, and leveraging hierarchical structures, you can streamline procurement processes, improve supplier management, and enhance overall efficiency. Follow the best practices outlined in this guide to make the most of supplier groups in iVendNext.