Master Records > Vendor Inventory > Set Up Vendors for an Inventory Item

The Vendor Inventory By Item feature allows you to set up several vendors for one particular inventory item. Vendor inventory records allow you to easily compare and to negotiate prices with different suppliers as you can easily view the different prices at which an item is being offered by different vendors.

Note: Various drillable fields are available in this function screen. When you click any drillable fields in this function, the corresponding Maintenance window is automatically displayed.

To set up vendors for a particular inventory item, perform the following procedures:

1.Access the Vendor Inventory By Item function from the Inventory group in the Maintenance menu of the Purchase Order module. Click the New button to create a new vendor inventory record.

2.Enter in the Item # field the inventory item you want to set up vendor item information. When you enter a valid inventory item number in this field, the item's description and stock unit of measure are displayed for reference.

3.To add the vendor-item # information, click the Append row to end button in the grid toolbar to activate a line in the grid. Enter values in the following fields in the grid:

For subsequent line item entries, you may click the Append row to end button to activate a line in the grid or click the Insert row before current button to insert a blank line above the currently selected line item.

To delete a line item in the grid, select the line item that you want to delete; then, click the Delete button in the grid toolbar.

oVendor #

Enter in this field the number of a vendor who supplies this item. When you enter the vendor number in this field, the vendor company name is displayed in the Company field for your reference.

oVendor Item #

Enter in this field the vendor’s item number for the inventory item. The default number is the item number you are using in the system.

Note: You cannot assign the same vendor item number to multiple inventory items for the same vendor.

oDescription

Enter in this field the description used by the vendor for this inventory item. The default value is your item description in the inventory item record.

oLead Time Days

Enter in this field the number of days from the time the company determines the need to place an order until the time the received goods are inspected for quality control.

oWarranty

Enter in this field the warranty days of the item specified by the vendor. You may accept or amend the default warranty days of zero (0).

oDefault

Mark this checkbox if you want the selected vendor as the default for the inventory item. There can only be one vendor designated as the default for each item.

4.Click the Show () button beside the Vendor # field to display the item Cost Details grid that allows you to define the units of measurement, unit cost and other settings specific for the item's unit of measurement. Perform the following in this grid:

4.1. Click the Append row to end button in the grid toolbar to activate a line in the grid. For subsequent line item entries, you may click the Append row to end button to activate a line in the grid or click the Insert row before current button to insert a blank line above the currently selected line item.

To delete a line item in the grid, select the line item that you want to delete; then, click the Delete button in the grid toolbar.

4.2. Enter in the U of M field the unit of measurement used by the vendor for the inventory item. The default value is the item’s stock unit-of-measurement specified in the inventory item record. You may click the List box button in this field to select a different U of M code. The vendor’s unit-of-measurement need not be the same as your item’s unit-of-measurement. For example, the vendor may use a different code for the same unit-of-measurement, or the vendor may sell the item to you by cases, but you may break the cases open and stock the bottles individually.

Note: There can only be one U of M in the Cost Details grid if the Inventory Control module is not activated.

4.3. In the Unit Cost field, enter the unit cost offered by the vendor for the inventory item's specified unit of measurement. If the vendor is using a currency different from the home currency, this field displays the unit cost of the item in the vendor’s currency and the corresponding currency code is shown in the adjacent field. The currency code of the vendor is defined in the Settings page of the Vendor Maintenance function.

However, in the View Item Best Price List window in the Line Items page of the Create Multiple Purchase Orders function, the “per piece” price shown is expressed in the home currency. The system converts the “per piece” price using the latest currency exchange rate you defined in the Currency Code record. The unit prices of the items will still be shown in the vendor’s currency when the purchase order is generated.

4.4. Mark the Default checkbox if you want the unit of measure as the item's default U of M for the currently selected vendor; otherwise, leave the checkbox unmarked. There can only be one U of M designated as the default for each item per vendor record.

4.5. Review the information shown in the Last PO Cost and Last PO Date fields which are for your reference. The values in these fields are automatically updated with information from the latest purchase order receipt.

5.When you are ready, click the Save button in the function toolbar to save your entries. You may click the Cancel button to clear up all the fields or you may click the Close [X] button to exit from this function without saving your entries.

Set Up Vendors for an Inventory Item

Set Up Vendors for an Inventory Item

See Also