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Supplier Catalog Integrations

Synplex can import product lists and pricing from your suppliers, so unit costs are always current in your POs.

What Supplier Catalog Integration Does​

Import supplier product data:
├─ Product names, SKUs, MOQs (minimum order quantities)
├─ Unit costs, bulk pricing tiers
├─ Lead times, availability
└─ Source: Supplier catalog, API, or file

Auto-populate Synplex:
├─ Match supplier SKU to your Shopify variant
├─ Fill in unit cost automatically
├─ Track cost changes over time
└─ No manual price lookups needed

Use in PO creation:
├─ Create PO for Nike shoes
├─ Unit cost already populated (from supplier data)
├─ Save time, avoid guessing
└─ Better cost forecasting

Why Use It​

Speed
├─ No manual price lookups before each PO
└─ Costs pre-filled from supplier catalog

Accuracy
├─ Real supplier prices, not guesses
├─ Catch price increases immediately
└─ Margins calculated correctly

Efficiency
├─ Track supplier pricing over time
├─ Compare suppliers by cost
└─ Data-driven buying decisions

Prerequisites​

  • Synplex account + Shopify connected (Folder 00)
  • Supplier account with product catalog available
  • Either:
    • CSV/Excel file you can upload, OR
    • Supplier API you can connect to

Two Setup Methods​

Method 1: Manual CSV/Excel Upload​

When to use:

  • One-time supplier setup
  • Small catalog (< 1,000 products)
  • Supplier doesn't have API
  • Simple spreadsheet works fine

Steps:

Step 1: Get supplier catalog
├─ Contact supplier, request product list
├─ Format: CSV or Excel
├─ Should include: SKU, product name, unit cost, MOQ, lead time
└─ Example columns: supplier_sku | product_name | cost | moq | lead_days

Step 2: Go to Synplex Integrations tab
├─ Click "Add Supplier Catalog"
├─ Choose "Upload file"
└─ Select supplier (or create new)

Step 3: Upload file
├─ Select CSV/Excel file from your computer
├─ Synplex reads the file
└─ Preview appears

Step 4: Map columns
├─ Match file columns to Synplex fields:
│  ├─ Supplier SKU → your variant's external ID
│  ├─ Cost → unit cost field
│  ├─ MOQ → minimum order quantity
│  └─ Lead time → days to receive
└─ Review mapping, confirm

Step 5: Save
├─ Synplex matches supplier SKUs to your products
├─ Costs populate in matching variants
└─ Done! Now use in POs

Example mapping:

Your file columns:       Synplex field:
supplier_sku       →     Supplier SKU
product_name       →     (reference only)
unit_cost          →     Unit Cost
moq                →     Minimum Order Qty
lead_days          →     Lead Time (days)

Method 2: Supplier API / Recurring Sync​

When to use:

  • Large catalog (1,000+ products)
  • Prices change frequently
  • Supplier provides API access
  • You want automatic daily/weekly updates

Steps:

Step 1: Check supplier API
├─ Does your supplier have an API or data feed?
├─ Examples: Faire API, supplier dashboard export, EDI
├─ Get API credentials if needed
└─ Contact supplier support for documentation

Step 2: Go to Synplex Integrations tab
├─ Click "Add Supplier Catalog"
├─ Choose "API / Recurring Sync"
└─ Select supplier type (or custom)

Step 3: Connect API
├─ Enter API credentials (if required)
├─ Authenticate with supplier
├─ Test connection
└─ Synplex verifies it can read data

Step 4: Configure sync schedule
├─ How often should we pull data?
├─ Options: Daily, weekly, manual-only
├─ Example: "Every Monday at 2 AM"
└─ Choose based on how often prices change

Step 5: Map fields
├─ Same as Method 1: connect supplier SKU to your variants
├─ Synplex remembers mapping for future syncs
└─ Confirm

Step 6: Enable & test
├─ Activate the integration
├─ Synplex pulls data on schedule
├─ Check: Did costs update? Are products matched?
└─ Adjust mapping if needed

Product Matching​

After upload or API connect, Synplex must match supplier SKUs to your product variants.

Matching Strategy​

Synplex tries to match on:
├─ Supplier SKU matches your variant's barcode or external ID (best)
├─ Exact product name match (good)
└─ Manual matching if needed (for edge cases)

Result:
├─ ✓ Matched: Costs fill in automatically
├─ ? Unmatched: Review list, fix manually
└─ ✗ Not found: Product doesn't exist in Synplex yet

Manual Matching​

If auto-matching didn't work:

Step 1: Go to Integration page
├─ See list of unmatched supplier products
└─ Click on one

Step 2: Search for your product
├─ Type product name or SKU
├─ Synplex shows matching variants
└─ Select the correct one

Step 3: Confirm match
├─ Unit cost now syncs to that variant
└─ For future uploads, Synplex remembers

Step 4: Repeat for remaining unmatched items
└─ Or skip if product not in your store

Cost Updates​

Once matched, costs update based on your sync method:

Manual upload:
├─ You upload new file
├─ Synplex compares to previous prices
├─ Updates costs for changed items
└─ No pricing history (just current)

API recurring:
├─ Synplex pulls on schedule (daily/weekly/etc)
├─ Updates costs for changed items
├─ Tracks price history over time
└─ Great for: "When did supplier raise prices?"

Using Costs in POs​

Once supplier data is synced:

Creating a PO:

Step 1: Open Inventory table
├─ Filter to products from this supplier
└─ Multi-select items to order

Step 2: Click "Add to PO"
├─ Create new PO for this supplier
└─ Product details and costs already filled in

Step 3: Review
├─ Unit costs are pre-populated (from supplier catalog)
├─ Quantities need your input (based on supply plan)
├─ Discounts can override unit cost if applicable
└─ Submit PO

Troubleshooting​

"Costs aren't updating"​

Possible causes:

  • API not connected / credentials expired
  • Sync schedule hasn't run yet (check next run time)
  • Supplier changed data format (SKUs don't match anymore)

Solutions:

  • Check integration status (green = connected)
  • Wait for next scheduled sync, or trigger manual sync
  • Re-upload file or reconnect API if structure changed

"SKU matching failed"​

Possible causes:

  • Supplier SKU doesn't match your variant's external ID/barcode
  • Product name mismatch (supplier says "Nike Running Shoe" vs your "Nike Runner")
  • Variant doesn't exist in Shopify yet

Solutions:

  • Use manual matching (Step 2 above) for unmatched items
  • Ensure Shopify variants have barcodes or external IDs set
  • Add missing variants to Shopify first

"Some products matched, some didn't"​

Normal behavior:

  • Not all supplier products are in your Shopify store
  • Supplier may sell items you don't carry
  • Match the ones you use, ignore the rest

Solution:

  • Review unmatched list
  • Manually match products you sell
  • Delete/ignore ones you don't carry

"I want to update supplier details (contact, payment terms)"​

Where to edit:

  • Go to Integrations tab
  • Find supplier in list
  • Click "Edit Supplier"
  • Update name, contact, payment terms, lead time defaults
  • Save

Best Practices​

Tip 1: Set Lead Time in Supplier Config​

Step 1: Go to Integrations → Supplier
Step 2: Edit supplier
Step 3: Set "Default Lead Time": e.g., 14 days
└─ Used if supplier catalog doesn't specify per-product lead time

This affects:
├─ When supply plan recommends ordering
└─ Stockout date calculations

Tip 2: Review Unmatched Products​

After first sync:

Step 1: Check integration page
├─ How many matched? How many unmatched?
└─ Goal: Match 90%+

Step 2: For unmatched items
├─ Do you actually sell that product?
├─ If yes: manually match
├─ If no: delete from this supplier

Tip 3: Monitor Price Changes​

If using API sync:

Weekly check:
├─ Open supplier integration
├─ See: "Last synced: [time]"
├─ Did costs update? Any surprises?
└─ Alerts can notify you of large price increases

Tip 4: Use Multiple Suppliers​

Common setup:

Supplier 1: Nike (primary, 14-day lead time)
├─ 500 products, synced daily
└─ Costs auto-populate

Supplier 2: Generic supplier (backup, 45-day lead time)
├─ 200 products, synced weekly
└─ Higher costs, longer wait

PO creation:
├─ Prefer Supplier 1 (faster, cheaper)
├─ Use Supplier 2 if Supplier 1 is out of stock