Supplier interface and Importing

Ingredients can be imported in various ways, through an:

• Automatic import

• Manual import

In both cases, the goal is to ensure that you have all the necessary ingredients in your Horeko database, with the latest price and allergen update. Although they work similarly in principle, the import process is slightly different. It is important to first add the suppliers to your database.

Connecting Suppliers

We have automatic connections with many suppliers. To see which ones, you can take a look at this page. https://horeko.com/nl/integraties/#suppliers

If your supplier is listed, you can request a connection from the Support department (chat, email support@horeko.com, or call +31 (0) 88-7119711). Always provide your customer number with the respective supplier. We will contact our contact person at that supplier to request the connection.

Once the connection is set up, we will link it back to you.

If your supplier is not listed but they would like to connect with Horeko, please refer to this article for more information and contact details.

Importing

Importing can be done in various ways and can also be set up based on your preferences. An important difference is that you can perform an automatic and manual import.

Automatic Import

For most suppliers with a connection, daily imports are available. They prepare files daily per customer containing the ingredients, prices, and possibly allergens and nutritional values.

You can import these by going to Import in your Horeko database, selecting the supplier, and clicking Import. The import will then begin, and the ingredients will be imported. Eventually, you can see what has been imported, which ingredients have been updated, which were not recognized, and which recipes have been updated.

Fully Automatic Import

It is also possible to import files fully automatically. This means that imports are scheduled for you, and you do not need to click Import for this supplier.

To enable fully automatic import, follow these steps:

1. Go to Manage (Kitchen) > Settings > Import.

2. Activate the setting for automatic import.

3. Select whether you want to enable the supplier import for all suppliers or a selection of suppliers.

   • Note: Only suppliers with a supplier interface are displayed here.

4. Specify the frequency at which you want to import the files.

   • For daily import, fill in the fields as follows:
     

   • For import every other Monday, fill in the fields as follows: 
     

5. Set up a notification email to receive an email when the import is complete. This email contains:

   • When the import took place

   • For which suppliers

   • The number of added, changed, and unchanged ingredients per supplier

At the scheduled times, the import will be performed for the selected supplier, and after the import, the entered email address will receive a summary of the import.

Manual Import

It is also possible to import ingredients even when there is no supplier connection. You can add the supplier via Manage(Kitchen) > Suppliers > + New. Only the supplier name is required; the rest of the fields are optional. Then follow the instructions below for manually importing supplier files.

If the supplier is new and there are no ingredients in your database yet, you can fill in our Excel import template or have it filled in by your supplier.

The first 5 columns (A to E) must be filled in to import, the other fields are optional:

• Item number - If these do not exist, you can fill in fictitious item numbers

• Item name

• Content - This can be filled in two ways. Either by entering one quantity, for example, 500 if it is 500 grams of cheese. This will be imported as 1 x 500 grams. You can also enter 2 quantities, for example, 10x250 if it is 10x250 milliliters of milk, this will be imported as 10 x 250 milliliters.

• Unit - You can choose between 3 units, kilos, liters, and pieces. For the units kilo and liter, you can also use grams, milliliters, or centiliters.

• Purchase price excluding VAT

If the supplier is already in your database and ingredients have been imported before, it is possible to export an already filled list. You do this via Recipes > Ingredients. Click Export at the top of the page and choose the Import Template report in the pop-up. Then select the supplier and you can also choose whether you only want to import the ingredients that are in use. Export the list to Excel.

Open the Excel file, update the prices, and add any new ingredients. Then save the file.

To import the file in Horeko, go to Import and select the supplier whose prices you want to update. Upload the file and click Import. The ingredients will now be updated, and when the import is complete, the import results will be displayed:

You can see which ingredients have been updated, which have remained unchanged, and whether any ingredients were not recognized.

Click View results to see what happened. This can also be found in the import history. Ingredients are added to one of the following tabs:

• Changed - Ingredients with price changes or newly added items.

• Unchanged - The prices of the ingredients have remained the same.

• Not recognized - These ingredients are kept separate because they have a unit not recognized by Horeko, there is already an item with the same name/item number (for example, because it was added manually), or other required information is missing that is mandatory in Horeko.

You can update this information via the Unimported items button so that the ingredient can still be added.