Purchase prices are the prices you have negotiated from your supplier and intend to buy your products at this rate. They are used in making purchase orders.
Important things to note while adding purchase prices:
Multiple Suppliers, Multiple Prices: A single product can have different purchase prices if it’s sourced from multiple suppliers. Each supplier may offer a different rate.
One Price per Supplier per Product: For each product-supplier combination, only one purchase price can be saved. You cannot add multiple purchase prices for the same product and supplier.
Breaking down the fields in saved Purchase Price:
Supplier SKU: The product identifier your supplier uses.
Pack Size: The number of units included in one pack when ordering from the supplier. Used to calculate total cost and quantities correctly.
Cost Basis: Indicates whether the cost and shipping cost are saved, on basis “Per Unit” if Pack Size = 1 and “Per Pack” if Pack Size > 1.
Cost: The purchase price entered — either per unit or per pack — depending on the cost basis selected. (For Pack Size > 1, this is total cost per pack.)
Shipping Cost: The shipping cost charged by the supplier — saved per unit or per pack, matching the cost basis. (For Pack Size > 1, this is total shipping cost per pack.)
MOQ: The minimum number of units or packs you are required to order from the supplier.
Lead Time: The expected number of days the supplier takes to deliver the product once the order is placed.
UOM: A description of the pack or unit type, e.g., “Pack of 5 PCS,” shown for better clarity.
Selecting Cost Basis
The Cost Basis is determined by the value entered in the Pack Size column:
If Pack Size = 1, the Cost Basis is set to Per Unit.
If Pack Size > 1, the Cost Basis is automatically set to Per Pack.
Accordingly, the cost entered will apply either to a single unit or the entire pack.
Adding Purchase Prices
There are 3 ways in which purchase prices can be added in the system for a product-supplier combination
Suppliers tab in Product details - You can use the ‘Add Supplier’ option to save a purchase price directly
Products tab in Supplier details - Navigate to supplier details and add purchase prices for any of the associated products.
Bulk import Purchase prices from Import button on Suppliers List page - You can bulk import purchase prices for multiple suppliers in a single import.
Once the purchase prices are added, they will be available for use when creating purchase orders (POs). You can always update these prices as needed when your supplier rates change. Make sure to keep your purchase prices up to date to maintain accurate cost tracking and procurement planning.
Cost Basis in PO Creation
When you create a Purchase Order, Sumtracker pulls the relevant purchase price and cost basis for each product-supplier combination.
If the Cost Basis is Per Unit, the cost shown in the PO reflects the price per individual item.
If the Cost Basis is Per Pack, the cost in the PO represents the price for the full pack, and the Pack Size is displayed under the Specs column.
As shown in the example below:
Line 1: Cost is per pack of 10 units, so the price entered (100) is for the entire pack. When using Cost Per Pack, the order quantity must be a multiple of the defined pack size. This ensures the supplier receives the order in terms of packs, not individual units.
Line 2 & 3: Cost is per unit, so the price (50, 20) applies to each unit individually. In case of With Cost Per Unit, the order quantity should reflect the exact number of units you wish to purchase, and the supplier will receive the order accordingly which is no. of units.
