Tracking Who Supplies What
Supplier management in Kora maintains organised records of where your supplies come from. Contact information, account details, performance history, and sustainability credentials. No more searching for supplier phone numbers during urgent reorders. No more forgetting which supplier provides reliable service. No more lacking visibility into supplier sustainability practices.
This chapter explains how supplier management works, what information is tracked, and how it supports informed procurement decisions.
Creating Supplier Records
Adding suppliers to the database is straightforward:
Basic Information:
- Name (required): Supplier business name ("VetSupply Ltd," "FeedCorp," "Conservation Equipment Supply")
- Contact Person: Primary contact name
- Email: Contact email address
- Phone: Contact phone number
- Website: Supplier website URL
Address Information:
- Street Address: Physical or mailing address
- City: City or town
- State/Province: State or province
- Postal Code: ZIP or postal code
- Country: Country
Account and Terms:
- Payment Terms: Payment arrangements ("Net 30," "Due on receipt," "Net 60," "Prepayment required")
- Account Number: Your account number with supplier
Lead Time Tracking:
- Average Lead Time: Typical delivery time in days
- Minimum Lead Time: Fastest delivery time experienced
- Maximum Lead Time: Longest delivery time experienced
Example supplier record:
Name: VetSupply Ltd
Contact Person: Sarah Johnson
Email: orders@vetsupply.com
Phone: +61 3 9876 5432
Website: www.vetsupply.com
Address: 123 Medical Drive, Melbourne VIC 3000, Australia
Payment Terms: Net 30
Account Number: ACC-2024-5678
Average Lead Time: 5 days
Minimum Lead Time: 3 days
Maximum Lead Time: 10 days
Active: Yes
Creating supplier records takes 2-3 minutes. Once created, supplier information is available whenever needed. Ordering supplies, reviewing performance, or comparing options.
Performance Tracking
Kora tracks supplier performance helping identify reliable suppliers and inform procurement decisions.
Performance Metrics (conceptual overview):
- Total Orders: Number of orders placed with supplier over time
- Late Deliveries: Count of deliveries arriving after promised date
- Reliability Percentage: Calculated on-time delivery rate
- Overall Rating: Optional 1-5 star rating based on experience
Example performance tracking:
Supplier: FeedCorp
Total Orders: 48
Late Deliveries: 2
Reliability Percentage: 95.8% (46 on-time / 48 total)
Rating: 4.5 / 5
Notes: "Generally excellent service. Two late deliveries during peak season."
How Performance Tracking Helps:
When choosing between suppliers for critical order:
- Supplier A: 98% reliability, 3-day lead time, higher price
- Supplier B: 85% reliability, 5-day lead time, lower price
For routine supplies, cost may guide choice. For urgent needs or critical items, reliability matters more. Performance data supports informed trade-offs.
Performance tracking is optional. Update when relevant, use when helpful, skip if not needed for your operation.
Pricing Intelligence
Track supplier pricing over time for procurement optimisation.
Pricing History (very brief mention): Kora can record historical pricing for items from specific suppliers. This helps compare costs over time and between suppliers.
Example pricing comparison:
Cattle Feed - Protein Pellets:
FeedCorp: $0.45/kg (current price)
AgroSupply: $0.48/kg (current price)
FarmDirect: $0.42/kg (current price, but 10-day lead time)
Price Trend Analysis:
FeedCorp 2024-Q1: $0.42/kg
FeedCorp 2024-Q2: $0.44/kg
FeedCorp 2024-Q3: $0.45/kg (increasing trend noted)
Price tracking supports cost-conscious procurement. No spreadsheet analysis or manual record-keeping required.
Sustainability Credentials
Supplier records include sustainability information supporting environmentally responsible procurement.
Sustainability Metrics (brief conceptual overview, see Chapter 18 for comprehensive sustainability features):
- Sustainability Rating: Overall 1-5 rating of supplier's environmental practices
- Sustainability Policy: Whether supplier has published sustainability policy
- Carbon Neutral Status: Whether supplier operates carbon-neutral operations
- Renewable Energy Use: Whether supplier uses renewable energy
- Waste Reduction Program: Whether supplier has waste reduction initiatives
- Sustainable Packaging: Whether supplier provides sustainable packaging options
Example sustainability-aware supplier:
Supplier: EcoFeed Solutions
Sustainability Rating: 4.5 / 5
Has Sustainability Policy: Yes
Policy URL: www.ecofeed.com/sustainability
Carbon Neutral: Yes (certified since 2023)
Uses Renewable Energy: Yes (100% renewable)
Waste Reduction Program: Yes
Sustainable Packaging: Yes (biodegradable bags)
Recycled Material Use: 75%
Last Sustainability Audit: 2024-06-15
Notes: "B-Corp certified, annual sustainability reports published"
Practical Application:
When selecting feed supplier, sustainability credentials inform decision:
- Standard Supplier: Lower cost, no sustainability credentials
- Eco-Conscious Supplier: Moderate cost, strong sustainability profile
- Premium Supplier: Higher cost, comprehensive environmental certification
Balance cost, reliability, and environmental impact. Base decision on operational priorities and values.
Sustainability tracking integrates with comprehensive sustainability features (Chapter 18). This enables data-driven environmentally responsible operations.
Active Supplier Management
Manage which suppliers are currently active for operational efficiency.
Active Status: Mark suppliers as Active or Inactive
Why Active/Inactive Matters:
- Active suppliers appear in dropdown lists when creating inventory
- Inactive suppliers remain in database but do not clutter active operations
- Reactivate suppliers easily if relationship resumes
Example active/inactive scenarios:
Active Suppliers:
VetSupply Ltd - Primary veterinary supplies
FeedCorp - Regular feed supplier
EquipmentDirect - Ongoing equipment relationship
Inactive Suppliers:
OldVetSupply Co - Discontinued service (poor reliability)
TrialSupplier Inc - Trial period unsuccessful
SeasonalSupply - Only used during specific season (reactivate when needed)
Active/inactive status keeps supplier list manageable. No need to delete historical records or relationships that might resume.
Supplier-Inventory Relationships
Suppliers link to inventory items showing which supplier provides which products.
Direct Assignment: Inventory items can specify primary supplier
Automatic Relationship: When inventory item associates with supplier, relationship appears in both records
Viewing Relationships:
- From supplier record: See all inventory items from this supplier
- From inventory item: See associated supplier information
- Search inventory by supplier: "Show all items from VetSupply Ltd"
Example supplier-inventory view:
Supplier: VetSupply Ltd
Inventory Items Supplied:
- Clostridial 7-in-1 Vaccine (25 doses in stock)
- Broad-Spectrum Antibiotic - Oxytetracycline (50ml in stock)
- Surgical Suture Kit (5 kits in stock)
- Disposable Syringes 5ml (200 units in stock)
- Digital Thermometer (3 units in stock)
Total Items: 5
Total Value: $2,450
Last Order: 2025-03-05
Practical Benefits:
- Quick reordering: "Need more vaccines? Check VetSupply Ltd for current stock from them"
- Supplier evaluation: "VetSupply provides 15 items totaling $8,000 annual spend"
- Consolidation opportunities: "Three suppliers provide similar items, consider consolidating?"
- Relationship management: "VetSupply is significant supplier, maintain strong relationship"
Supplier-inventory relationships create visibility into procurement patterns. This supports efficient supplier management.
Searching and Filtering Suppliers
Find suppliers quickly through search and filtering:
Search Capabilities:
- Search by supplier name
- Search by contact person
- Search by location (city, state, country)
- Filter by active/inactive status
- Filter by rating or performance
- Filter by sustainability credentials
Example searches:
- "Show active suppliers in Victoria, Australia"
- "Show suppliers with sustainability rating above 4"
- "Show suppliers with reliability above 95%"
- "Find supplier contact for FeedCorp"
- "Show all suppliers providing vaccines"
Quick access to supplier information supports efficient procurement and relationship management.
Common Supplier Scenarios
Primary Supplier Relationship
Scenario: Livestock operation with primary feed supplier providing 80% of feed needs.
Supplier record:
Name: FeedCorp
Status: Active (primary supplier)
Contact: Direct account manager assigned
Payment Terms: Net 30
Average Lead Time: 3 days
Reliability: 98%
Total Orders: 156
Annual Spend: ~$45,000
Notes: "Primary feed supplier. Excellent service. Direct delivery to farm.
Priority customer status provides fast turnaround during emergencies."
Benefits: Documented relationship, performance history, quick reorder access, consolidated procurement.
Multiple Supplier Comparison
Scenario: Zoo comparing suppliers for specialised reptile diets.
Supplier comparison:
Supplier A - ReptileDirect:
Price: $85/case
Lead Time: 7 days
Reliability: 92%
Sustainability: 3.5/5
Specialty: Reptile nutrition focus
Supplier B - ExoticPetSupply:
Price: $78/case
Lead Time: 14 days
Reliability: 88%
Sustainability: 2/5
Specialty: General exotic animals
Supplier C - PremiumExotics:
Price: $95/case
Lead Time: 3 days
Reliability: 99%
Sustainability: 4.5/5
Specialty: High-end specialised care
Decision factors: Balance cost, reliability, lead time, and sustainability. Base decision on specific needs. Routine orders might favour cost. Urgent needs prioritise reliability and speed.
Supplier Performance Review
Scenario: Annual review of supplier relationships. Identify which suppliers provide best value and service.
Review process:
- View all active suppliers with performance metrics
- Identify high-performing suppliers (high reliability, good pricing, strong sustainability)
- Identify underperforming suppliers (late deliveries, quality issues, poor communication)
- Consider consolidation opportunities (multiple suppliers for similar items)
- Update supplier statuses and preferences based on review
Outcome: Stronger supplier relationships, better procurement decisions. Cost optimisation through informed choices.
Conservation Field Operations
Scenario: Wildlife conservation organisation managing remote field equipment suppliers across multiple countries.
Supplier management:
Supplier: Global Conservation Supply (International)
Products: GPS collars, camera traps, field research equipment
Lead Time: 21 days (international shipping)
Reliability: 94%
Notes: "Primary supplier for tracking equipment. Customs clearance adds variability."
Supplier: Local Field Gear (In-Country)
Products: Basic field supplies, emergency equipment
Lead Time: 3 days (local delivery)
Reliability: 89%
Notes: "Quick turnaround for urgent needs. Limited specialised equipment range."
Strategy: Use international supplier for planned procurement. Use local supplier for urgent or unexpected needs. Balance lead times with availability.
Veterinary Practice Multi-Supplier Management
Scenario: Veterinary practice managing medications, surgical supplies, and diagnostic equipment from multiple specialised suppliers.
Supplier organisation:
Pharmaceutical Supplier: MedVet Pharmaceuticals
Specialty: Antibiotics, vaccines, prescription medications
Reliability: 99%
Lead Time: 2 days
Notes: "Primary medication supplier. Excellent cold chain management."
Equipment Supplier: VetEquip International
Specialty: Surgical instruments, diagnostic equipment
Reliability: 95%
Lead Time: 5-7 days
Notes: "Quality equipment. Longer lead times acceptable for non-urgent items."
Emergency Supplier: 24hr VetSupply
Specialty: After-hours emergency supplies
Reliability: 92%
Lead Time: Same-day delivery
Notes: "Premium pricing but critical for emergency response."
Benefits: Specialised supplier relationships. Optimised for different needs (routine, planned, emergency). Clear contact information for urgent situations.
Integration with Inventory
Supplier management integrates with inventory tracking (Chapter 14.1). This creates unified procurement visibility.
When Creating Inventory: Select supplier from database. This links item to supplier automatically.
When Reordering: Supplier contact information immediately available from inventory item.
Cost Tracking: Supplier pricing history informs cost analysis and budget planning.
Performance Impact: Supplier reliability affects inventory planning. Unreliable suppliers require higher minimum stock levels as safety buffer.
Sustainability Alignment: Supplier sustainability credentials contribute to overall operational sustainability (Chapter 18).
Integration ensures supplier information supports daily operations. No separate systems or duplicate data entry required.