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Overview: As a Restaurant Manager, it is important to understand how supplier records work, as they control how supplier products are listed, priced, ordered, and validated. Each field in the form plays a role in how the supplier is used across the platform—from sending orders and scheduling deliveries to managing invoices, claims, and reports. This article explains all the available fields in the supplier form so that you can correctly configure supplier details for use in procurement, recipe costing, deliveries, and financial processes in Easilys.
To learn how to create a new supplier record step by step, see Create a new supplier record.
Start from: The Easilys menu.
During the creation of your new supplier record, you will be prompted to fill out a supplier form. Here, you will find the following field groups used to configure how the supplier will operate:
GENERAL INFORMATION
Name: Supplier name
Internal Code: Internal reference code
Client Reference: Local site's reference at the supplier
Company registration no.: Supplier's SIRET number
VAT Number: Intra-community VAT number
Health Stamp: Sanitary stamp of the supplier
Referencing period: Validity period for supplier reference, with filters available
Accounting account number: Code used for accounting interface
Comments: Free text, not used by the application
ORDERS
Minimum Order Amount: Defines minimum order value
Prohibit orders below the minimum order amount: Prevents sending orders below threshold
Shipping costs: Set delivery charges
Cancel shipping costs if the order exceeds the minimum order: If checked, shipping is free above minimum order value
Cost Centre for Shipping Fees: Analytical group for allocating shipping costs
Order period: Defines delivery day relative to order day (working days only)
Order deadline: Influences delivery day based on time of order
Authorize a delivery date earlier than the minimum time: Allows overriding minimum lead time
Opening Days: Specify supplier’s operational days
Sending Mode:
Manually
By email (requires setup)
By fax (requires setup)
By EDI (requires setup)
Only selected modes are available at time of ordering
Order Form Language: Choose supplier’s preferred language
Display a clickable read confirmations link in the order email: Adds a clickable confirmation link in the order email
Specifications to be printed on purchase orders: Allows custom text on the purchase order
Internal note displayed on the order form screen: Displays a note during order placement
Purchase Type: Used in food cost tracking and receipt filters
Terms of payment: Terms agreed with supplier, used for due date calculation
Payment Method:
Default is auto-filled on new orders/invoices
History retained per transaction
Inherited supplier methods are not editable
Special methods can be added by admin
Use Pre-Orders: Enables pre-order functionality
External process used to validate orders: Launches third-party app on validation (e.g., budget control)
Order Commitment
Define market commitment references per supplier and period
Automatically applied to orders within the period
Cannot be edited on the order
Child sites inherit parent site commitments
Depot suppliers do not inherit group commitments
Adds a mandatory or optional free-text field at checkout
Displays on the order
DELIVERIES
Delivery Days: Define valid delivery days
Activate by Production Day: Forces delivery scheduling per production day
Minimum time between delivery and production: Working days only
Time Between Delivery and Consumption: Not defined
The status of a reception is 'Pending' whereas the EDI delivery note has not been received: Applies to EDI orders
Receipts are validated automatically, regardless of how the purchase order is sent: Triggers automatic invoice generation (requires setup)
Receipts and credit notes are valued on the basis of the price list in force on the date of delivery: Applies current rate card price at delivery date
INVOICES
The delivery note is also the supplier invoice: Generates invoice and accrual upon receipt validation
CLAIMS
Automatically create Claims: Triggered if received quantity or price differs from order
Enable the Claims Workflow: Triggers validation process if active
Mandatory Validation: Applies to claims marked “Requires Validation (workflow)”
Send automatically by Email: Sends claims to supplier upon receipt (requires setup)
Send automatically by Fax: Sends claims by fax upon receipt (requires setup)
CREDITS
Send automatically by Email: Sends credit requests by email upon receipt (requires setup)
Send automatically by Fax: Sends credit requests by fax upon receipt (requires setup)
CONTACT INFORMATION
Phone/Fax/Email:
Multiple entries with labels
Use cases include: All emails, Purchase Orders, Credit Requests, Claims, Tenders
Multiple emails separated by semicolons (no spaces) send to all recipients
ADDRESS
Includes: Address, Postal Code, City, Country, Website
Display in Supplier Directory: If checked, appears in supplier list screen
SPECIFICS
Supplier Type: Used in filters and supplier directory
Universes: Categorises suppliers by domain for filtering
Product Family: Links product categories for filtering
Descriptions: Associates product certifications or tags
Once you have completed the configuration, select Save at the bottom of the form to validate the creation.
Notes: Only the Name element is required to create your supplier. You will then be able to modify your form to complete it with the requested information. However, we recommend that you complete at least:
The client reference
The shipping method
The delivery days
The order period.