Creating, Sending & Closing Supplier Orders

If you source ingredients, decor, or equipment from external suppliers, Univents automatically groups the relevant booking line items by supplier and turns them into a sendable order — complete with delivery time, contact person, and PDF. This article is for anyone handling bookings with external suppliers in an event, from sending the order through to the goods receipt.

Prerequisite: assign a supplier to a product

Univents groups orders based on the supplier assigned to each product.

1. Open Inventory, select the product, and enter the matching contact in the Supplier field.
2. If the supplier doesn't exist as a contact yet, create it first under Contacts.

Products without an assigned supplier end up in the No Supplier group and cannot be sent directly.

Send an order from the event

1. Open the event and go to the Bookings section.
2. As soon as line items with an assigned supplier are booked, the Supplier Orders section appears automatically — regardless of whether you've generated a production list beforehand.
3. Click Send to [Supplier] on a supplier group, or use Send all open to dispatch all open groups at once.

A status pill shows the current state of each order:

Set delivery time, contact person, and delivery address

1. Click Edit order details on a supplier group.
2. Enter Delivery and Pickup (date + time).
3. Under Contact person, pick a team member from your team or type a name freely; optionally add a Phone number.
4. If needed, enter a different Delivery address — leave it empty and Univents uses the event venue by default.

All saved details automatically appear in the email to the supplier and in the PDF. Once an order has been sent, the fields become read-only — send the order again to apply changes.

Confirm the order and book the goods receipt

1. If the supplier doesn't confirm on their own, click Mark as confirmed on the sent order.
2. Once the order is Confirmed, the Book goods receipt button appears.
3. Enter the quantity actually delivered for each line item — partial deliveries are supported, and the remaining quantity is pre-filled for the next goods receipt.
4. Once all line items are fully received, the order automatically switches to Delivered.

Download the PDF

As soon as an order exists for a supplier (draft or sent), the Download PDF button appears. The PDF contains the item list, event, date, venue, and — if set — delivery time, pickup time, contact person, and delivery address. Handy if you also want to print the order or hand it over in person.

Mark a line item as internal, without billing the customer

Some costs shouldn't appear on the customer invoice, for example when you cover them yourself.

1. In the Bookings tab, open the relevant line item for editing.
2. Turn on Do not bill to customer.
3. The line item stays visible in the supplier order, but is skipped when quotes and invoices are generated automatically. In the manual line-item picker it appears pre-excluded, but can still be added by hand if needed.

How this differs from production lists

Supplier orders go outward to external suppliers. Production, packing, and delivery lists, on the other hand, are internal work lists for your team — for example for the kitchen or a warehouse pickup. Both draw from the same booked line items but serve different purposes. See Creating Order, Packing, Delivery & Production Lists for details.

Frequently Asked Questions

Does the supplier see prices in the order? No. The email and PDF show only product name, quantity, and unit by default — no prices.

Can I still change order details after sending? The fields become read-only once an order has been sent. Send the order again to send updated details to the supplier.

What happens to line items without a supplier? They appear in the No Supplier group and can't be sent directly to a supplier — assign a supplier to the product first.

Can I book a partial delivery? Yes. During the goods receipt, you can enter a smaller quantity than ordered for each line item. The order then shows Partially delivered until all quantities are fully received.