Why a Centralized Vendor Directory Matters
Without a vendor directory, supplier information lives in email threads, spreadsheets, and people's heads. When your procurement lead is on vacation or an employee leaves, critical supplier knowledge walks out the door.
A centralized directory ensures every team member can access supplier contacts, pricing, and terms instantly.
What to Track for Each Supplier
- Company name & contact person
- Email and phone — for PO submission and urgent orders
- Lead time — quoted vs. actual average
- Payment terms — Net 30, Net 60, prepaid, COD
- Minimum Order Quantity (MOQ)
- Shipping methods — ground, air, freight
- Product categories — what they supply
SKU Cost Tracking
For each product variant, PODesk tracks which supplier provides it and at what unit cost. This creates a cost matrix that lets you:
- Compare prices across suppliers for the same product
- Track cost changes over time
- Identify the most cost-effective supplier for each item
- Auto-fill PO line items with current pricing
Linking Suppliers to Purchase Orders
Once your directory is set up, creating a PO is as simple as selecting a supplier. PODesk pulls all their products, costs, and terms into the PO form automatically. No re-typing the same information for every order.
How to Build Your Directory
- Add each supplier — company details, contacts, terms
- Map products to suppliers — which SKUs come from which vendor
- Record unit costs — current negotiated price per item
- Track lead times — update with each delivery's actual timing
- Review quarterly — compare performance and renegotiate