Managing TrackAssure Suppliers and Products

Understanding How TrackAssure Manages Suppliers and Products

Suppliers provide goods to a location.

When you create or modify a supplier, you also create or modify a list of the products that supplier provides.

When you create or modify products, you also create descriptions for how those products are prepared for use.

Suppliers are created at the organization and location levels.

Suppliers that are created at the organization level can be imported to a location:

• When you import suppliers, you select which suppliers from the list you want to import.
  • Any changes made at the organization level to the selected suppliers are also made at the location level.
  • Any changes made at the location level to the selected suppliers are also made at the organization level.
• When you add a supplier at the location level, it is also added at the organization and selected for the location.
  • If other locations want to include the supplier, they will need to import it to their location from the organization list.

The organization supplier list is managed through the Suppliers function for the organization:

• If there are no suppliers setup, the page appears as follows:

  

• If there are suppliers setup, the page appears as follows:

  

The location suppliers lists is managed through the Suppliers function for the location:

• If there are no suppliers setup, the page appears as follows:

  

• If there are no suppliers setup, the page appears as follows:

  

Creating a TrackAssure Supplier

Before adding a supplier to TrackAssure for a location, we recommend that you use the Import suppliers feature to see if the supplier already exists for your organization. If they do exist, you can import them to your location. If not, then you can go ahead and add them. For more information, see Importing TrackAssure Suppliers to  Location.

To create a supplier, carry out the following from the Suppliers list:

1. Click +Add. A blank Add supplier form appears:

   

   

2. Enter a Supplier name, Street address, City, and Zip code for the supplier.
3. Choose a state from the drop-down list that appears when you click in the State field.
4. When finished, click Save. The form closes and the supplier is added to the Suppliers list.

You can add products to the supplier (see Adding Products to a TracAssure Supplier).

Importing TrackAssure Suppliers to a Location

If you are working with the suppliers list for a location, you can import suppliers that have been added to the system either at another location level or the organization. To import suppliers to a location, carry out the following from the Suppliers list for the location:

1. Click Import suppliers. A list of suppliers for your organization appears:

   

   • If the supplier was previously imported, a checkmark will appear in the box next to the name.
   • If the supplier was not previously imported, the box next to the name is empty.
2. Check the box next to the supplier(s) you want to import.
3. When finished, scroll to the bottom of the window and click Import ## suppliers, where ## is a count of the suppliers you have selected. The window closes and the suppliers are added to the Suppliers list for the location.

Editing a TrackAssure Supplier

To edit a supplier, carry out the following on the Suppliers list:

1. Click on the supplier you want to edit. The details page appears for the supplier:

   

2. Click the Edit icon to the supplier name. The Edit supplier form appears:

   

   

3. Modify the fields, as needed. Keep in mind that any changes you make will impact all locations that imported this supplier.
4. When finished, click Update. The form closes and the information for the supplier is updated throughout the system.

Adding Products to a TracAssure Supplier

If your supplier has a large number of products and they provide access to a digital list of those products, you can contact TrackAssure support to arrange to have that list imported.

To add products to a supplier, carry out the following from the Suppliers list:

1. Click on the supplier to which you want to add products.

   • If the supplier has no existing products added, the page appears as follows:

     

   • If the supplier has existing products added, the page appears as follows:

     

2. Click +Add. A blank Add product form appears:

   

3. Enter a Product name, Manufacturer, GTIN, and Pack size:
   • If this is a generic product that does not have GTIN or Pack size, check This is a generic product and those two fields are no longer required.

4. Click +Prep product to add preparation options and details for the product. Fields are added to the form for you to enter preparation information:

   

   • Enter a Prep name and a value for the Use Within (Days) field.
   • If you need to add another prep option for the product, click Add another and an additional set of fields appears. Repeat as needed.
   • If you need to remove a prep option, click the X Remove link. The option is removed.
5. When finished, click Save. The form is closed and the product is added to the supplier.
   • If you need to add another product, you can click the Save and add new link. The product you just defined will be added and a blank Add product form will appear.

Modifying TrackAssure Supplier Products

Keep in mind that any changes you make the product list will be reflected in the product list for the supplier at all locations that imported the supplier.

To edit products that were previously added to a supplier, carry out the following from the Suppliers list:

1. Click on the supplier with products your want to modify. The supplier details page appears with a list of existing products:

   

2. Click the Edit link to the right of the product you want to modify. The Edit product form appears:

   

   

   

3. If needed, modify the product fields (Product name, Manufacturer, GTIN, and/or Pack size).
4. Add, modify, or remove options for the Prep Product.
5. When finished, click Update. The form is closed and the supplier details page appears with the product updated.

Deleting TrackAssure Supplier Products

Keep in mind that if you delete a product from a supplier, that product is deleted from the supplier for all locations that imported the supplier.

To delete products that were previously added to a supplier, carry out the following from the Suppliers list:

1. Click on the supplier with products your want to delete. The supplier details page appears with a list of existing products:

   

2. Click the Edit link to the right of the product you want to delete. The Edit product form appears:

   

   

   

3. At the bottom of the form, click the Delete product link. A delete confirmation message appears:

   

4. Click Remove. The form closes and the product is removed from the supplier.