Map Supplier invoice lines to Ingredients

Overview

• When an extracted line matches an existing Supplier Product by external product code, MiniTill can reuse that known mapping; without a code it can fall back to an exact supplier-product name match.
• If the matched Supplier Product already has an Ingredient purchase option, the line becomes MAPPED automatically.
• For an unmapped line, staff can choose an existing Ingredient or create a new Ingredient with a base unit.
• Saving a new mapping can create/update the Store Supplier Product and its Ingredient Purchase Option, so future invoices can recognise the same item.
• If the Ingredient has no other active purchase option, the newly connected option becomes Preferred.
• A Supplier Product cannot be actively mapped to a different Ingredient at the same Store.

When to use this

• Map a line when it represents a real Ingredient purchase whose price/pack information should feed Costing.

Step-by-step

1. Check product code, description, quantity, pack quantity, unit size, unit, purchase price, and line total against the original.
2. Choose an existing Ingredient when possible.
3. Create a new Ingredient only when the business genuinely has no matching Ingredient.
4. Confirm pack size/unit so MiniTill can calculate usable package quantity.
5. Save the line and review any generated warnings.
6. Use Ignore only for lines that should not become purchasing/Ingredient data.

Common mistakes

• Do not create duplicate Ingredients for different supplier brands when they represent the same Ingredient.
• Do not accept a guessed pack size just because the line can be saved.
• Do not map freight/fees/irrelevant lines to an Ingredient merely to clear UNMAPPED state.

Troubleshooting

• PACK_SIZE_UNCONFIRMED means the package conversion needs human checking.
• LARGE_PRICE_CHANGE is currently raised at 25% or more versus the latest known supplier price and should trigger pack/price verification.
• If a Supplier Product is already mapped elsewhere, correct the existing purchasing relationship instead of forcing a second mapping.