Use alternate suppliers in QuickBooks Enterprise Solutions

Learn how to use alternate suppliers in QuickBooks Enterprise Solutions 20.0.

If you work with multiple suppliers, it's important to keep track of prices and lead times. You can use alternate suppliers to match supplier items with inventory, and compare and choose suppliers with ease.

Important: To use alternate suppliers, you’ll need to turn on Advanced Inventory for QuickBooks Enterprise Solutions (QBES).

View supplier items

The supplier item list shows all inventory and non-inventory purchases from suppliers in the last 12 months in just a few steps. It includes the price, date, and quantity of each purchase.

1. Go to Suppliers and select Supplier Centre.
2. Select the supplier from the Suppliers tab.
3. Select the Items tab.

Upload a supplier price list

If you’re working with a new supplier, you can import their price list. It includes ‌item pricing, lead time, unit of measure, and part numbers.

1. Go to Suppliers and select Supplier Centre.
2. Select the Items tab, then select the Excel ▼ icon.
3. From the Excel ▼ dropdown, select Import from Excel….
4. Follow the next steps to upload the data.

Add/edit supplier items

You can add or change the supplier item list in the Add/Edit Multiple List Entries manually, or you can paste it from Excel.

1. Go to Suppliers and select Supplier Centre.
2. Select the Items tab, then select the Manage Supplier Items ▼ dropdown.
3. Select Add/edit supplier items to open the Supplier Items list in the Add/Edit Multiple List Entries window.

Tip: You can also conveniently map ITEM NAME and SUPPLIER TYPE with a dropdown.

Assign preferred and alternate suppliers for inventory

You can select a preferred supplier and up to 4 alternate suppliers for each item in your inventory. The preferred and alternate suppliers for each item also show when you make a purchase order.

1. Go to Lists and select Item list.
2. Select an inventory item, then select Edit Item. You can also select Edit Item from the Item ▼ dropdown.
3. Assign preferred and alternate suppliers:
   • To assign preferred suppliers, select options from the Preferred Supplier ▼ dropdown. 
   • To assign alternate suppliers:
     1. Select Manage next to Alternate Supplier. 
     2. In the Manage alternate suppliers window, select Alternate from the Status ▼ dropdown next to your preferred alternate supplier. 
     3. Select Save & Close.
4. Select OK.

Tip: You can also simplify this setup process using Add/Edit Multiple List Entries.

Compare suppliers for purchase orders

You can compare alternate suppliers with your preferred supplier with ease when you purchase inventory. Here’s how:

1. Create a purchase order and add at least 2 items.
2. Find the purchase order you created, then select an inventory item.
3. In the RATE, select the Compare suppliers icon. This shows your supplier price lists and all suppliers you’ve purchased from in the last 12 months.
4. In the Create Purchase Orders window, select a supplier from the SUPPLIER ▼ dropdown. Then, select View Supplier Price.

Tips:

• You can view the last price from your last purchase order and the price you imported from the supplier. 
• If you’d like to see the total purchase order amount for a different supplier, select the Compare suppliers icon again.

Use this info to select the best supplier for your items and update your purchase order.