Sourcing Management

📍 Where can I find this module?
Main menu > Catalog > Supplier offers

Sourcing management allows you to centralize your suppliers' quotes, compare prices and lead times, and automatically calculate the selling prices of your standard products.

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1. General Principle #

Sourcing is based on a three-tier hierarchy:

Produit Standard (ex : « Câble HDMI 2m »)
 ├─ Produit Spécifique (ex : « Câble HDMI 2m – Marque Alpha, Ref ABC123 »)
 │   ├─ Offre Fournisseur A — 5,50 € — Délai 3j — ★ Préférée
 │   └─ Offre Fournisseur B — 4,80 € — Délai 7j
 └─ Produit Spécifique (ex : « Câble HDMI 2m – Marque Beta, Ref XYZ789 »)
     └─ Offre Fournisseur C — 6,00 € — Délai 5j

• The standard product is the generic item used in your quotes and customer orders
• The specific product is the particular item purchased from a supplier
• The supplier quote includes the price, delivery time, and terms offered by a supplier for a specific product

The selling price of the standard product is calculated automatically based on supplier quotes.

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2. Configure a standard product #

1. Go to Main Menu > Catalog > Products
2. Create a new product or edit an existing product
3. In the "Standardization" section, check the "Standard product" box
4. Configure the pricing settings:

5. Register the product

Note: A standard product cannot be linked to another standard product as a parent. Pricing settings are only visible for standard products.

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3. Link specific products #

1. Create a new product (or edit an existing product)
2. Do not check the "Standard product" box
3. In the "Parent Standard Product" field, select the corresponding standard product
4. Register

The specific product now appears in the "Products" tab of the standard record .

Important: The system verifies that the selected parent is indeed a standard product. If this is not the case, an error message appears and the transaction is blocked.

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4. Manage supplier quotes #

View offers #

Three possible access routes:

• Main Menu: Catalog > Supplier Offers
• From a specific product: the "Supplier Offers" tab in the related lists
• From a supplier: "Supplier Offers" tab in the related lists

Create an offer #

1. Click "+" to add a new listing
2. Please fill in the fields:

3. Register

Note: There may be multiple offers for the same product and supplier, for example with different terms or validity periods.

Favorite Offer #

Only one offer can be marked as a "favorite" per specific product. If you mark a new offer as a favorite, you must first uncheck the previous one.

The preferred offer is used first when the price calculation mode is set to "Preferred Offer."

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5. Automatic calculation of the selling price #

Calculation formula #

The selling price of a standard product is calculated as follows:

Prix de vente = Coût de référence × (1 + Marge% / 100)

The reference cost depends on the calculation method chosen:

Example: With a base price of €5.50, a 30% margin, and rounded to €0.10:
5,50 × 1,30 = 7,15 € → rounded to 7,20 €

Validity of an offer #

An offer is considered valid if:

• Its purchase price is greater than 0
• The "Valid from" date is in the past or has not been entered
• Its "Valid until" date is in the future or has not been entered

Triggering a recalculation #

The price updates automatically when:

• You can create, edit, or delete a supplier quote
• You are changing the parent standard product for a specific product (both the old and new parent products are recalculated)

You can also force a recalculation by clicking the "Recalculate Standard Price" button on the standard record .

Understanding the calculation status #

After each recalculation, the "Calculation Status" field displays the result:

Important: When the status is marked as "error," the selling price is reset to 0 to prevent the item from being sold at a price that no longer reflects actual costs.

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6. Sourcing Dashboard #

The Sourcing Dashboard provides an overview of the procurement status of your standard products.

Go to the dashboard #

From the product list, click the "Sourcing Dashboard" button in the action bar.

Note: This button appears only if the feature has been enabled by the administrator in Settings > Kafinea Features.

Displayed indicators #

The top of the page displays four indicators summarizing the situation:

• OK (green): standard products with a correctly calculated price
• Alerts (orange): offers expiring soon or sole supplier
• Errors (red): products with no specifications, no offers, or no prices
• Active offers (blue): total number of valid supplier offers

Click on a metric to filter the table accordingly.

Standard Products Table #

The table displays all standard products along with their number of variants, active offers, selling price, base cost, margin, and status. Use the filters and search function to refine the results.

Product details (drill-down) #

Click the "⌄" button on a row to expand the sourcing tree: specific products → supplier offers. Each offer displays the supplier, price, lead time, validity dates, and visual indicators (★ favorite, ⏰ expires soon, 💀 expired).

Recalculate prices #

• A product: click the ↻ button in the corresponding row
• Multiple items: Check the desired items, then click "Recalculate Selection"

AI Analysis #

Click "Analyze with AI" to get a summary of your sourcing situation along with top recommendations.

Sourcing Tree Widget #

For record standard record , a graphical widget displays the sourcing tree in the summary block: the standard product in the center, its specific products, and the associated supplier offers. The colors indicate the status of the offers.

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7. Frequently Asked Questions #

The price of my standard product is €0 #

Check the "Calculation Status" field in the record to identify the cause:

• NO_SPECIFICS → Create specific products linked to the standard
• MISSING_OFFERS → Add supplier offers for specific products
• MISSING_PRICES → Make sure the offers have a purchase price greater than 0

Can I manually change the price of a standard product? #

The price is reset with each automatic recalculation. If you change the price manually, it will be updated the next time a supplier quote is modified. To adjust the price, change the margin percentage or the supplier quotes.

The "Recalculate Standard Price" button does not appear #

Make sure the "Standard Product" checkbox is selected for the product, then refresh the page.

How do you handle seasonal promotions? #

Use the "Valid from" and "Valid until" fields to set the validity period for each offer. Only offers whose validity period includes today's date are included in the price calculation.

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Glossary #

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Related references 🔗 #

• The products
• The Supplier Order Assistant
• Product families
• Suppliers
• Supplier purchase orders
• Pop-up blocking