Inventory how-to

How to keep a supplier list organized

Keep one record per supplier with lead time, minimum order, case pack sizes, and contact details, and attach every SKU you buy from them to that record.

Short answer: Keep one record per supplier with lead time, minimum order, case pack sizes, and contact details, and attach every SKU you buy from them to that record. Review it every quarter so lead times and minimums stay accurate, because stale data leads to wrong reorder dates and wrong quantities.

What to put in each supplier record

Store the supplier name, order email, lead time in days, minimum order quantity or value, case pack sizes, and payment terms. Add a note field for anything unusual, like holiday shutdowns or a different contact for urgent orders.

Link SKUs to suppliers

Every variant you sell should point to one primary supplier. If a product has two possible suppliers, pick the one you actually buy from most and note the backup separately. This link is what makes per-SKU order-by dates and quantities possible later.

Keep lead times honest

Lead time should reflect what actually happens, not what the supplier promised at the start. If orders consistently arrive 3 days later than quoted, update the record to match reality. Check this every few months, especially after a supplier changes their process or location.

Clean up as suppliers change

When a supplier raises their minimum order, changes case pack sizes, or you switch to a new one, update the record immediately and make sure every linked SKU reflects the change. An outdated supplier list causes orders that get rejected or short-shipped.

Step by step

  1. List every active supplier with lead time, minimum order, and case pack size
  2. Assign one primary supplier to each SKU you stock
  3. Write down real-world lead time based on past orders, not the quoted number
  4. Note minimums and case packs so order quantities round correctly
  5. Set a quarterly reminder to review and update supplier details
  6. Flag any supplier with upcoming changes, like shutdowns or price increases
  7. Remove or archive suppliers you no longer order from

Worked example

A store buys candles from two suppliers. Supplier A has a 10-day lead time, a $200 minimum, and sells in case packs of 12. Supplier B has a 20-day lead time and a case pack of 6. The store records both, assigns each candle SKU to its correct supplier, and sets safety days higher for Supplier B because its lead time is longer and more likely to slip.

How SteadyShelf helps

SteadyShelf stores lead time, safety days, case pack, and minimum order per supplier and uses that data to calculate order-by dates and rounded quantities automatically. It does not manage supplier contracts, pricing history, or landed cost, so keep that detail in a separate document if you need it.

$29/month flat, unlimited products and suppliers, 30-day free trial. Run the numbers now with the free reorder point calculator.

SteadyShelf is launching on the Shopify App Store. Join early access to get the install link first.

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FAQ

Can one SKU have more than one supplier in SteadyShelf?

SteadyShelf expects one primary supplier per SKU for forecasting and order drafts. If you split purchases across suppliers, pick the one you order from most often and track the backup manually outside the app.

What happens if a supplier's lead time changes mid-season?

Update the lead time in the supplier record as soon as you notice the change. SteadyShelf recalculates order-by dates and quantities using the new number on the next forecast run, so outdated lead times are the main cause of late or early orders.

Let SteadyShelf do this math for every SKU

Order-by dates per supplier, seasonal forecasts and draft POs for your Shopify store. $29/month after a 30-day free trial.

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