Source, buy, and reconcile materials

Overview

Formuley’s sourcing workflow connects /ingredients, /suppliers, /shopping-list, /purchase-orders, and /invoices. Treat them as one material-control flow: qualify the source, place demand, order, receive, and reconcile before the new cost or inventory becomes an operating assumption.

Build the supplier directory

1. Open /suppliers.
2. Choose Add Supplier.
3. Record the company and contact details your team needs for ordering.
4. Add operating notes such as payment terms, minimum order quantities, or lead times.
5. Save the supplier.

Supplier-management and structured sourcing controls depend on plan access. When a control is unavailable, the page identifies the required plan.

Connect a supplier source to the material

1. Open the user-owned record in /ingredients.
2. In Supplier sources, add the supplier-facing material name and Supplier SKU.
3. Mark the source as a candidate, approved alternate, or preferred source based on your qualification decision.
4. Record whether alternate sources are interchangeable.
5. Create a separate raw material if assay, carrier, grade, or bench behavior differs.

An approved or preferred source makes a Batch-ready material source-ready. The source qualification is not a substitute for material identity review or lot approval.

Keep source documents in context

1. Attach the supplier TDS or specification to the material or confirmed source.
2. Keep the current SDS with the material or source so it remains available across receipts.
3. Link the receipt-specific COA to the matching lot.
4. Review document status and expiry before relying on it for a release decision.

TDS describes the supplier grade, SDS describes safety information, and COA describes a received lot. Formuley can help organize that evidence, but uploading a file does not approve a supplier, identity, lot, or release by itself.

Plan and place the purchase

1. Open /shopping-list and review demand against current inventory.
2. Group material requirements by supplier and confirm the Supplier SKU.
3. Open /purchase-orders and create the purchasing instruction.
4. Enter quantities, units, and agreed pricing.
5. Save the purchase order in the status that matches the real order state.

Update the order as it moves from draft or sent through partial or complete receipt. Do not mark inventory received only because the order was placed.

Receive material and calculate cost

1. Open the material in /ingredients and choose Record Purchase.
2. Select the approved or preferred source when one exists.
3. Enter the received quantity, unit, total price, supplier, and purchase date.
4. Review the weighted unit cost preview before saving.
5. Capture freight, duties, and miscellaneous receiving inputs when your plan exposes landed cost fields.
6. Create a lot when you need source choice, approval, COA, and traceability attached to the stock received.
7. Set the lot to pending until its identity and evidence have been reviewed, then approve or reject it deliberately.

Only approved active lots appear in stricter production selection. A pending or rejected lot stays out of production even when the summary inventory count has increased.

Reconcile the invoice and inventory

1. Open /invoices and compare the vendor invoice with the purchase order and received quantities.
2. Confirm supplier identity, material, Supplier SKU, units, price, freight, duties, and other receiving charges.
3. Resolve differences before treating the invoice as the latest cost basis.
4. Confirm the material’s purchase history, inventory, unit cost, and lot quantity agree with the receipt.
5. Use a physical count when actual stock differs from the recorded balance, and keep the reason with the adjustment.

Launch readiness checks

• Supplier records contain the contact and ordering detail the buyer actually uses.
• Each source has an intentional candidate, approved, preferred, or disqualified status.
• Shopping-list demand, purchase order quantities, receipts, and invoices agree on units.
• Unit cost and landed cost inputs are distinguishable and traceable to the receipt.
• Approved lots have the correct supplier reference, dates, and lot-linked COA evidence.
• Current TDS and SDS documents remain connected to the applicable material or source.

Next docs

• Add your first raw materials
• Reports and audit exports
• Costs, pricing, and margin guardrails