Procurement And System Settings

The Procurement module automates the sourcing of goods by identifying the best suppliers and managing the data flow between Amazon and Navgold.

1. Supplier Intelligence (Supplier Item Price and Stock)

The system maintains a "Live Rank" for every supplier of an item. This ensures the business always buys from the most cost-effective source.

• How Ranking Works:
  1. Price First: The primary factor is the unit price. The cheapest supplier is ranked #1.
  2. Tie-Breaker: If prices are identical, the system looks at the Custom Rank field on the Supplier record (lower is better).
  3. Blocked Status: If a supplier is marked as "Purchase Blocked," they are automatically given a rank of 0 and ignored by the pricing engine.
• Automatic Updates: The system recalculates ranks every time a price changes or a block is applied.

2. To Purchase Report (Smart Procurement)

This report identifies what needs to be bought and from whom. It bridges Material Requests (Demand) and Supplier Stock (Supply).

• The Logic:
  1. Consolidate Demand: It looks at all pending "Purchase" type Material Requests.
  2. Allocate Supply: It matches that demand against the available stock of your ranked suppliers.
  3. Offer Tracking: It displays supplier offers (e.g., "Next Month" deals) so buyers can time their purchases.
• Automation: The "Create Purchase Orders" button groups all selected items by supplier and creates submitted POs instantly, allocating the quantities correctly against the original Material Requests.

3. Amazon SP-API Settings (Order Sync)

This is the "Data Tunnel" between Amazon Seller Central and Navgold.

• Background Syncing:
  • Scheduled Job: A routine runs in the background to pull "Shipped" and "Canceled" orders from Amazon.
  • Sales Order Creation: For every Amazon order, the system automatically:
    1. Creates/Updates the Customer and Address.
    2. Maps the Amazon SKU to the local Item using the Proxy SKU bridge.
    3. Sets the correct Warehouse (AFN for Amazon-fulfilled, MFN for Seller-fulfilled).
    4. Submits the Sales Order to update local stock levels.
• Safety Net: If an order fails to sync (e.g., a SKU is missing from Navgold), it creates an Amazon Failed Sync Record and notifies the administrator to fix the mapping.

4. Global Settings (Navgold Settings)

This is the control panel for the entire app. Key configurations include:

• Pricing Tab:
  • Commission Threshold: Sets the £10 limit for the high-price commission rule.
  • COGS Supplier: Defines which supplier's price should be used for the "Auto-Sync" pricing feature.
• FBA Inbound Tab:
  • Source Address: The default warehouse address Amazon uses for inbound planning.
  • Default Owners: Sets whether Amazon or Navgold (Seller) is responsible for prepping and labeling by default.

5. Custom Supplier Export Templates (PO CSV Export Template)

Different suppliers often require Purchase Orders to be sent in specific CSV formats with unique column headers. The system allows you to define these templates per supplier.

How to set up a template:

1. Create Template: Go to PO CSV Export Template and create a new record.
2. Upload Sample: Attach a sample CSV file that contains the exact headers your supplier requires (e.g., "SKU", "OrderQty", "YourPartNo").
3. Automatic Mapping: The system automatically reads the headers in your file and tries to match them to Purchase Order fields (e.g., it maps "OrderQty" to qty). You can see a preview of this mapping in the Field Mapping Preview section.
4. Link to Supplier: Go to the Supplier record and select your new template in the CSV Export Template field.

How to use it:

• Once linked, go to any Submitted Purchase Order.
• Click the "Export Items To CSV" button.
• The system will generate a CSV file where the columns and headers exactly match the supplier's required template, automatically filling in the data from the Purchase Order items.