When setting up your item database, choosing how to use the available identification fields is critical for both internal tracking and clear communication with your vendors. Tradogram provides multiple fields to ensure you can store both internal codes and supplier-specific data.

Managing Internal vs. External Item Numbers

For the most efficient workflow, we recommend a "split" approach using the dedicated fields available on each item profile:

1. Internal Identification (The Item Profile Number)

The primary Item Number field on the item profile is typically where you should store your company’s Internal Numbering System. This ensures your internal reports, accounting, and inventory logs remain consistent, regardless of which supplier you use.

2. Supplier Identification (The Supplier Item Number)

To ensure clear communication with vendors, use the Suppliers Tab within the item profile.

• Custom Mapping: Each supplier can have their own unique Item #, Price, and Unit of Measure assigned to the same database item.
• Automation: When you select a specific supplier on a Purchase Order, the system will automatically pull that vendor's unique item number and price instead of the main internal item number.

Why This Method Works Best

• Error Reduction: Using the Supplier’s SKU on the PO ensures they know exactly which product you are ordering, reducing fulfillment errors.
• Internal Consistency: Using your Internal Number as the primary ID allows you to track a single item's history even if you buy it from multiple suppliers with different codes.
• Faster Processing: Suppliers can match your PO directly to their internal systems, leading to faster processing and shipping.

How to Set Up Supplier-Specific SKUs

1. Open the desired Item Profile from your database.
2. Navigate to the Suppliers tab.

3. Add the supplier or edit supplier details.

4. Enter their specific Item # in the provided field.

5. Save the profile.

Pro Tip: If you have an internal ID that doesn't fit in the primary number field, you can also use Custom Fields or the Description field to store secondary tracking codes for accounting purposes.

‍