Supplier Price List
Sometimes a supplier sends a new price list and no invoice follows for weeks. The Price list tab is for exactly that: one screen showing every product you buy from that supplier, what you currently pay for a pack, and how long ago that price last moved, with a single editable column so you can key in the ones that changed.
It is a corrections and price-list surface, not a replacement for invoices. Everything on this page is written on that assumption.
Finding the price list
- Go to CostingBrik > Suppliers.
- Open the supplier.
- Open the Price list tab. On a narrow screen the tab is labelled Prices.
The Delivery Information card on the Details tab carries a N products supplied count that links straight here. That count is products, not ingredients, so a supplier who sells you one ingredient under three product codes counts as three.
Expense suppliers, such as utilities and services, have no products, so they have no Price list tab.
When to use it
The top of the tab states the rule it is built around:
Prices from invoices update automatically. Use this when you have a price list and no invoice.
Underneath, Brikly tells you where that supplier actually stands: either "No invoices from this supplier in the last 90 days", with a link to upload one, or how many invoices have arrived in the last 90 days and the date of the most recent. If invoices are already flowing from this supplier, the bulk uplift control sits behind a price by hand anyway click, because keying in prices you are about to be sent is work you do not need to do.
Use the price list tab when:
- A supplier has sent a new price list and the prices are already in force.
- You buy from a supplier who does not invoice you in a form Brikly can read, so nothing arrives to update the price.
- You need to correct a handful of prices that are plainly wrong.
Use something else when:
- The change has not landed yet. Model it in What If? first. See When a supplier announces new prices.
- You have the invoice. Put the invoice through. The prices update themselves, the pack details are checked at the same time, and the spend lands in your reports. See Uploading Invoices.
Keying prices in by hand works on day one and quietly stops happening by month three. This tab makes the job faster; it does not make it sustainable. If your prices are not coming off invoices, your costings are only as current as the last time someone found the time to sit down with a price list.
What is in the list
One row per supplier link, which means one row per product code. Every active link you have with that supplier is listed, including the ones that are not driving your costs. Archived links and archived ingredients are left out.
| Column | What it shows |
|---|---|
| Ingredient | The ingredient name, linking to its page, with the supplier's own product name and product code underneath. Printed price lists are usually ordered by code, so the code is there to find rows by |
| Pack | The pack you buy, for example 6 x 2kg or 24 x 200ml. Read-only |
| Current price | What you pay for one pack, with an inc. VAT chip where the price you recorded was gross |
| New price | The only cell you can type in |
| Cost per measurement | What the new price works out at per gram, millilitre or item, updated as you type |
| Last changed | When this price last moved, and where the change came from |
| Recipes | How many active recipes use the ingredient, plus a not the cost driver badge where the link is not the preferred one, and the site name where the link belongs to a single location |
| Status | Staged, saving, saved, unchanged, stale, needs confirm or failed, once you start saving |
The list is sorted oldest price first, so the prices most likely to be wrong are at the top. You can also sort A to Z, by product code, or by how many recipes use the ingredient. Filter chips narrow the list to Stale (90d+), Changed, Preferred only or From invoice, and where a supplier serves more than one of your sites you get a chip per site.
Last changed
This column is the point of the page. It reads as a date plus where the price came from:
| Label | What happened |
|---|---|
| from invoice | The price was recorded from a matched invoice line |
| by hand | Someone typed it, either here or in Update Pricing |
| pack corrected | The pack size was fixed and the cost per unit was recalculated |
| added with the supplier | The price as first recorded when the link was created, which is what a CSV import writes |
| merged | The price came across when two ingredients were merged |
The date turns amber once the price is more than 90 days old and red past 180 days. A link with a price but no recorded history reads no price history, which is normal for older links. A link with no price at all reads never priced.
The date shown is when Brikly recorded the price, not the date on the invoice. A back-dated invoice is added to the price history without overwriting your current price, so its date will not appear here.
Sibling SKUs and the cost driver
Where a supplier sells the same ingredient under more than one product code, every code gets its own row and every one of them is editable, because a price list prices all of them. Only one drives your recipe costs, and the others carry a not the cost driver badge. Editing a badged row records the new price against that code and changes no recipe cost, which is exactly what you want when you are keeping a second pack size up to date. See Switching to a different SKU if you want to change which code you cost from.
What you cannot change here
The pack, the VAT flag, the product code, the preferred star and whether a link is active all stay in the ingredient editor. This tab changes the pack price and nothing else.
That is deliberate rather than tidy-mindedness. Changing a pack size changes the cost per gram of every price ever recorded against it, so Brikly asks what happened to this pack before it touches your history. That question needs one pack in front of you, not a grid of 300. To change pack details, open the ingredient, find the supplier in the Suppliers panel and click Edit.
Cups, lids, boxes and other consumables are not listed on this tab. Their prices are updated from invoices, or on the consumable itself. Packaging is where stale costings hide, so it is worth checking those separately.
Changing prices
The job with a printed price list in your hand is find, type, next, and the tab is built around that loop.
The search box above the grid has focus when the tab opens, and matches on ingredient name, supplier product name and product code. Type enough of a name to narrow the list, Tab into the New price cell, type the price and press Enter. Enter stages the value, clears the search and puts you back in the search box ready for the next line. With no search running, Enter and the down arrow move you to the next row's price cell instead. Escape puts a cell back to how it was.
Nothing is saved as you type. A staged price shows a delta chip next to it, for example +4.2% or -£0.30, and the cost per measurement column updates so you can see what the change is really worth. A sticky bar at the bottom counts what you have changed and carries Review and save and Discard. Retyping a cell back to its original value clears it from the count.
If you edit a row whose last price came off an invoice, Brikly shows a note reminding you of the date it recorded that price. It is advice, not a block, but it is worth reading: overwriting an invoice price by hand is how a wrong figure outlives the invoice that would have corrected it.
Leaving the tab with prices staged and unsaved will ask you to confirm first, whether you switch tabs, click back to the suppliers list, or close the browser tab.
Applying one change to many rows
When a supplier puts everything up by the same amount, the toolbar has an uplift control: a percentage or a cash amount, applied to the rows you have ticked or to every row currently shown. It tells you how many prices it is about to change before it does anything, fills the staged cells, and saves nothing. Undo uplift clears exactly the cells it filled and leaves anything you typed by hand alone.
Two kinds of row are left out by default, each with a count and a tick box if you want them in:
- Priced from an invoice in the last 30 days. You already know what you paid for these, from the document rather than the announcement.
- Rows with no price. There is nothing to apply a percentage to, and Brikly will not invent a starting figure.
If the rows on screen span more than one of your sites, or mix VAT-inclusive and VAT-exclusive prices, the control asks you to filter first rather than apply one number across two different bases.
Reviewing and saving
Review and save opens a panel listing only the rows you changed, biggest move first.
- Anything that multiplies a price by 5 or more is flagged amber and has to be ticked individually with Yes, that is right. There is no confirm-all. This is the same guard you meet when editing a single price, and it exists because a per-kilo price typed into a pack price field is the most common way a costing goes badly wrong.
- Anything at 1.5 times or more carries a quiet warning line. It does not block the save. Most real typos land here rather than at 5 times, so it is the line worth reading twice.
Saving sends the changes in batches with a progress count, and each row reports back. Rows that saved are ticked. Rows that did not are left on screen, still editable, with a Retry.
When an invoice gets there first
Every row carries the price you were looking at when you typed. If an invoice from that supplier lands in the meantime and changes a price you had staged, that row comes back stale and is not written. Brikly shows you the price that is now recorded so you can decide whether your price list is still the newer of the two. Nothing you did not see is ever overwritten, and the invoice always wins the race.
The summary
When the save finishes you get a plain count, for example "378 updated, 12 unchanged, 2 need attention". Rows where nothing actually changed are reported as unchanged and are not written at all, so a price list that mostly repeats what you already had costs you nothing. The list then reloads with the new prices and fresh dates.
The summary ends with a link to upload an invoice, because that is the version of this job that happens on its own.
What happens to your recipes
Saving a price here does the same work as changing that price on the ingredient:
- The old price is kept in the price history, recorded as a change by hand.
- Every recipe and modifier using the ingredient is re-costed, along with any recipes that use those recipes. This runs straight after the save, so recipe costs and GP figures settle within a minute or so.
- Rows carrying the not the cost driver badge record a price and move no recipe cost, because your costings do not come off them.
Every change is logged with the batch it belongs to, so a whole sweep can be traced afterwards rather than being lost among individual edits.
Who can edit
Anyone who can edit your costings can change prices here: owners, admins and members. Viewers see the same table, the same freshness dates and the same filters, with no price cell, no uplift control and no save bar.