Manage Suppliers

The Supplier Account Details screen lets you add and maintain the list of suppliers you purchase blank products from, configure SmartPO integrations (where available), and control purchase-order details used by Business Hub. This guide walks you through defining custom suppliers, editing supplier settings (including SmartPO options), and safely deleting custom suppliers.

In this article

• Prerequisites
• Why manage suppliers in DecoNetwork?
• Key concepts
• Step 1: Define a custom supplier
• Step 2: Edit a supplier (pricing, shipping/tax, SmartPO)
• Step 3: Delete a custom supplier
• Best-practice tips
• Troubleshooting
• FAQs
• Additional resources

Prerequisites

Why manage suppliers in DecoNetwork?

Supplier settings drive purchase-order accuracy and speed in Business Hub. Correct configuration means:

• Faster ordering: pre-filled PO details and optional SmartPO for one-click submission to supported suppliers.
• Fewer stock surprises: optional supplier inventory checks for custom products help avoid out-of-stock delays.
• Consistent paperwork: correct addresses, tax, and shipping defaults ensure professional POs and fewer disputes.

Key concepts

• System suppliers: Automatically added when you install supplier catalogs. Core fields are maintained by the catalog and may be read-only.
• Custom suppliers: Manually defined by you for vendors not covered by a catalog. All key fields are editable and deletable.
• SmartPO: Supplier-specific integration that can check stock and send POs directly from Business Hub (where supported).
• Supplier inventory for custom products: Optional API-based inventory levels that enable out-of-stock behaviors to fall back to supplier stock.

Step 1: Define a custom supplier

1. Log into your DecoNetwork Website.
2. Browse to Admin → Products → Supplier Account Details..
3. Click on the Define Custom Supplier button.

   The New Supplier form is displayed.

   New Supplier form
4. Enter the details for the supplier.
   Supplier Details
   • Supplier Name: Enter the name of the supplier you have an account with.
   • Description: Enter a description for the supplier.
   • Address: Enter the supplier's address.
   • Purchase Order Email: Enter the email address to which purchase orders will be sent.
   • Account Number: Enter the number of your customer account held with the supplier.
   • More information to show on Purchase Order: Enter any other information about the supplier that you want to appear on the purchase order.
   Supplier and Tax Shipping Settings
   • Tax Name: Enter a name for the tax that will be incurred when ordering from your supplier.
   • Tax Rate: Enter the tax rate.
   • Default Shipping Amount: Enter the standard amount that your supplier charges for shipping.
   • Apply Tax to Shipping: Tick this checkbox if you are charged tax on shipping by your supplier.
   • Display Address on Purchase Order PDF: Tick this checkbox if you want the address specified in your DecoNetwork account settings to be displayed in the Purchase Order PDF.
   • Use Account Details as Bill to Address on Purchase Order PDF: Tick this checkbox if you want the address specified in your DecoNetwork account settings to be used as the billing address on the Purchase Order PDF.
5. Optionally, tick the Allow Supplier Inventory Management checkbox to enable the ability to set supplier inventory levels for custom products via the Inventory Management API.

   This setting allows custom products to benefit from out-of-stock behaviors. When inventory is set for custom products, the system will first check local inventory when an order is placed. If local inventory is unavailable, it will then check the supplier's inventory. This feature requires a plan with API access.

6. Click Save.

Step 2: Edit a supplier (pricing, shipping/tax, SmartPO)

1. Log into your DecoNetwork Website.
2. Browse to Admin → Products → Supplier Account Details.

   The list of available suppliers for your enabled catalogs is displayed.

   Suppliers list

   In the “SmartPO Integration” column, “Not Setup” indicates that the supplier supports SmartPO integration.

   The “Supplier Inventory Levels” column indicates whether the supplier supports inventory level checks.

   • "Not Available" means that inventory level checking is not supported.
   • "Not Setup" means that inventory level checking is supported, but has not been set up.
   • "In Use" means that inventory level checking is supported and is in use.
3. Click Edit next to the supplier you want to edit.
4. Update the fields as required.
   Edit Supplier page
   Supplier Details
   • Supplier Name: Edit the name of the supplier you have an account with. This field will only be enabled for custom suppliers. If you are editing a system supplier, the supplier name is automatically populated from the data supplied by the supplier.
   • Description: Edit a description for the supplier. This field will only be enabled for custom suppliers. If you are editing a system supplier, the description is automatically populated from the data supplied by the supplier.
   • Address: Enter the supplier's address. This field will only be enabled for custom suppliers. If you are editing a system supplier, the address is automatically populated from the data supplied by the supplier.
   • Purchase Order Email: Edit the purchase order email. This field will only be enabled for custom suppliers. If you are editing a system supplier, the address is automatically populated from the data supplied by the supplier.
   • Account Number: Enter the number of your customer account held with the supplier.
   • More information to show on Purchase Order: Enter any other information about the supplier that you want to appear on the purchase order.
   Pricing
   • Price to use: Select the pricing system that the supplier uses:
     • Piece: a fixed rate charged for each product unit.
     • Case: a rate charged for a set number of items packaged together.
     • Dozen: a rate charged for a set of 12 units.

   If the supplier uses a different currency than the currency you use on your website, prices will be converted using a conversion rate set by the supplier. A note will be displayed informing that prices will be converted from the catalog currency to your currency and indicate the rate of conversion.

   If there is a change to the commission rate, the following options will become available:

   • Keep current conversion rate (XX.XX%): Select this option if you want prices to be converted using the current conversion rate indicated in the brackets.
   • Update to latest conversion rate (XX.XX%): Select this option if you want prices to be converted using the latest conversion rate indicated in the brackets.
   
   Supplier and Tax Shipping Settings
   • Tax Name: Enter a name for the tax that will be incurred when ordering from your supplier.
   • Tax Rate: Enter the tax rate.
   • Default Shipping Amount: Enter the standard amount that your supplier charges for shipping.
   • Apply Tax to Shipping: Tick this checkbox if you are charged tax on shipping by your supplier.
   • Use default Purchase Order Email: Keep this checkbox ticked if you want the purchase order email specified under the supplier details to be used for purchase orders. Untick the checkbox to specify an alternate email.
     
   • Display Address on Purchase Order PDF: Tick this checkbox if you want the address specified in your DecoNetwork account settings to be displayed in the Purchase Order PDF.
   • Use Account Details as Bill to Address on Purchase Order PDF: Tick this checkbox if you want the address specified in your DecoNetwork account settings to be used as the billing address on the Purchase Order PDF.

Configure SmartPO (if available)

1. (When supported), scroll to the bottom of the page and tick the Enable SmartPO Integration checkbox.

   The fields for setting up SmartPO Integration will appear.

   SmartPO settings (supplier-specific)
   Note: SmartPO fields and options differ by supplier. Only settings relevant to the selected supplier will appear.
2. Configure the SmartPO Integration settings.

   The fields will differ depending on the supplier you are configuring.

   • Account Code: Enter the unique code of your customer account held with the supplier.
   • Account Number: Enter the number of your customer account held with the supplier.
   • Customer Number: Enter the identifying number of your customer account held with the supplier.
   • API Key: Enter the unique identifier used to authenticate your account with the supplier. Contact the supplier to obtain the API Key.
   • User Name: Enter the username assigned to your account.
   • Password/User Password: Enter the password specified for your account.
   • Mode (S&S Activewear only): Set whether SmartPO Integrations is live or in testing mode:
     • Testing: Test purchase orders will emailed to your supplier.
     • Live: Live purchase orders will be emailed to your supplier.
   • Office Code (SanMar only): Enter the code of the office to which you want products to be shipped.
   • Default Carrier (alphabroda only): Select the preferred carrier you would like to be used by default when you create a purchase order in Business Hub.
   • Default Delivery (PenCarrie only): Select the default delivery option to use when creating purchase orders.
   • Default Delivery Service (BTC activewear only): Select the preferred delivery service you would like to be used by default when you create a purchase order in Business Hub.
   • Allow Fallback Service Delivery (BTC activewear only): Choose if you want to allow BTC to use a fallback delivery service when placing orders in case the default delivery service is not available.
   • Default Fallback Service Delivery Type (BTC activewear only): Select the type of delivery fallback service you want BTC to use if allowing a fallback service.
     • Fastest Standard: Select this option if you want to use the fastest delivery option as a fallback service.
     • Cheapest Standard: Select this option if you want to use the cheapest delivery option as a fallback service.
   • Default Order Type Override (BTC activewear only): Select the default order type override you want BTC to use if not using the 'Standard' order type.
   • Delivery Tracking Email (BTC activewear only): Enter the email address that you want to use for delivery tracking.
   • Delivery Tracking SMS (BTC activewear only): Enter the phone number that you want to use for delivery tracking.
   • Default Shipping Method: Select the shipping method you want to be used to ship products that you order.
   • Default Allow Split Shipping (alphabroda only): Choose if you want to allow orders to be sourced from multiple warehouses if a single warehouse cannot fulfill an order.
   • Default Email Address for Confirmation (alphabroda only): Enter the default email address you want to use for purchase order confirmations.
   • Email when Purchase Order completed by PenCarrie (PenCarrie Only): Choose if you want an email notification to be sent when a new purchase order has been completed.
   • Email address to use when Purchase Order completed (PenCarrie Only): Enter the email address you want PenCarrie to send notifications to when a new purchase order has been completed.
   • Default Warehouse: Select the warehouse where you want products to be shipped from.

     Choose the warehouse nearest to your business to ensure the lowest shipping costs.

   • Auto Select Warehouses (S&S Activewear only) Optional: lets you select the warehouses that you only want products to be shipped from if "Auto Select" is selected as the Default Warehouse option. If none are selected, all warehouses will be included as auto-select options.

     Choosing the "Auto Select" option as the Default Warehouse option, allows S&S Activewear to fulfill purchase orders that require items from more than one warehouse by splitting the purchase order across multiple warehouses. Multiple invoice numbers will be generated against the purchase order.

   • Auto Select Warehouse Preference (S&S Activewear only) Optional: lets you choose the condition under which the warehouse will be selected if "Auto Select" is selected as the Default Warehouse option.
     • Fewest: Select this option if you want to use the warehouse that will ensure delivery in the fewest days.
     • Fastest: Select this option if you want to use the warehouse that will ensure the fastest delivery.

     Fewest will be used as the default option if no option is selected.

   • Auto Select Warehouse Fewest Max Days in Transit (S&S Activewear only) Optional: Lets you specify the maximum number of days you want orders to be in transit when the "Fewest" preference is used. The supplier will switch to the "Fastest" preference if the days in transit is greater than the value specified. The default number of days is 2 if no value is specified.
   • Order Payment Method (S&S Activewear only): lets you choose between two payment options for processing purchase orders:
     • S&S Activewear Account Terms: Select this option to submit orders with the payment terms agreed upon in your company's account terms with S&S Activewear. This option will defer payment based on the pre-agreed account terms.
     • S&S Activewear Website Payment Profile (Bank Account/Credit Card): Select this option if your S&S Activewear account is set up for credit card or bank transfer payment. This option will collect upfront payments using payment profile details you have configured with S&S Activewear.

       Two additional fields become available when you choose the payment profile option.

       
       • S&S Activewear Website User Email: Enter the email address associated with your S&S Activewear account here, then click Refresh Payment Profiles. This email is used to retrieve your payment profile details from your S&S Activewear account.
       • S&S Activewear Website Payment Profile: This field allows you to set the payment profile from your S&S Activewear account that will be used for processing purchase orders. Select the payment profile you want to use (e.g., credit card or other options) to process payments for your purchase orders.
3. Click on the Test Settings button to test the credentials and connection.
4. Click Save.

Step 3: Delete a custom supplier

1. Log into your DecoNetwork Website.
2. Browse to Admin → Products → Supplier Account Details.

   The list of available suppliers is displayed.

   
3. Locate the custom supplier, then select Delete.

   A confirmation popup is displayed.

   

   Delete confirmation

4. Confirm the deletion.
5. Click OK.

Best-practice tips

• Use a shared PO inbox for Purchase Order Email to avoid missed confirmations when staff change.
• Choose the nearest default warehouse (where applicable) to reduce freight cost and transit time.
• Test Settings after any SmartPO credential change to prevent failed POs.

Troubleshooting

• “Test Settings” fails:
  • Verify API Key, User Name, and Password with the supplier.
  • Confirm Mode (Testing vs Live) matches the supplier’s environment.
  • Check network rules or firewalls that may block the supplier endpoint.
• Unexpected pricing after currency change:
  • Revisit Pricing and choose whether to Keep current conversion rate or Update to latest conversion rate.
• Inventory fallback not working for custom products:
  • Ensure Allow Supplier Inventory Management is enabled and that your plan includes API access.
  • Confirm inventory endpoints are configured for the product/supplier.

FAQs

• What’s the difference between system and custom suppliers?
  System suppliers come from installed catalogs and may have read-only fields; custom suppliers are created by you and fully editable.
• Can I delete a system supplier?
  No. Only custom suppliers can be deleted.
• Do I need SmartPO?
  No, but it speeds up ordering and can check stock for supported suppliers.
• Why don’t I see certain SmartPO options?
  Options vary by supplier; only relevant fields appear for each integration.

Additional resources

• Create automatically consolidated purchase order by supplier
• Manually create purchase order