Vendor Part Cross References

Deacom offers the option to define unique Part Numbers, Descriptions, Purchase Units, and Pricing for individual Vendors by using Vendor-specific parts. If Vendor-specific parts exist, and the Vendor and Part are selected when entering a Purchase Order, the system will use the information on the Vendor part record rather than the Part's Item Master record. Refer to the Designing a Part Number System page to better understand when Vendor Cross Reference Parts should be used and refer to the Using Vendor Part Cross References page for configuration and process information. The information configured in this form can be used by purchasing team members to make informed decisions when ordering supplies and can help when using the Optimize prices feature within MRP to determine the best possible price for specific items. The Vendor part record also allows the identification of a preferred Vendor, which can be displayed when running MRP reports.

System Navigation

Inventory > Item Master > click "View" > click "View Vendors"
Inventory > Item Master > click "New Part" > click "View Vendors"
Purchasing > Vendors > click "View" > click "New" or "Modify" > click "Items Supplied"

Vendors of Part form

Opened via the "View Vendors" button on the Item Master report or the "Items Supplied" button on a Vendor record, this form lists all Vendor parts attached to the selected Item Master and is used to add new Vendor parts or modify existing ones.

Button/Field	Description
Add	If clicked, opens the Edit Vendor Info form, used to add a new Vendor part.
Modify	If clicked, opens the Edit Vendor Info form, used to modify the selected Vendor part.
Part Number	Displays the Part Number as defined on the Item Master header to which this Vendor part will be assigned.
Description	Displays the Description of the Part as defined on the Item Master header.
Unit of Measure	Displays the Stock Unit of Measure of the Part as defined on the Item Master header.
Purchase Price	Displays the Purchase Price of the Part as defined on the Item Master Costs 2 tab.
View	Pick list used to view all, active, or inactive Vendor parts.
Facility	Search field used to select a Facility to which this Vendor part should be linked.

Edit Vendor Info form

Opened via the “Add” or “Modify” buttons on the Vendors of Part form.

Field	Description
Part Number	Displays the Part Number as defined on the Item Master header to which this Vendor part will be assigned.
Part Description	Displays the Description of the Part as defined on the Item Master header.
Stock Unit	Displays the Stock Unit of Measure of the Part as defined on the Item Master header.
Vendor	Search field used to select the Vendor to which this Part should be linked.

General tab

Field/Flag	Description
Part Number	Defines the name the Vendor uses for this Part.
Retail Code	Automatically defaults to the value entered in the "Part Number" field. If importing items from an engineering or design software, this number must match the part numbers on the imported data. Each code must be unique within the parts database.
Part Description	Defines the description the Vendoruses for this Part.
Pricing Unit	Search field used to assign the Unit of Measure in which the Part will be priced for purchasing.
Purchase Unit	Search field used to assign the Unit of Measure in which the Part will be purchased. This field allows material to be stocked in one Unit and purchased in another.
Container Unit	Search field used to indicate the Unit used to measure a Container of this Vendor Part. Introduced in version 16.07.003. If this field is populated, the system will use this unit when setting the container unit for this vendor part during the receiving process. If this field is empty, the system will check the container unit on the corresponding Deacom part during the receiving process.
Facility	Search field used to select a Facility to which this Vendor part should be linked.
Use MRP Settings	If checked, the system will adhere to the values on this record when the Vendor and this Vendor part are selected on Purchase Orders and when running MRP.
Lead Time	Defines the time, in calendar days, required from release of an order to receive the material into On Hand inventory. If a Vendor part is flagged as "Preferred", the value in this field will be displayed and used by MRP instead of the Lead Time defined on the Item Master MRP tab.
PO Quantity	Defines the default order quantity, in Stock Units, , for the Vendor part. Beginning in version 16.03.055, this quantity, if greater than 0, will be used as the default when creating purchase orders in MRP for items with no suggestions. In this case, MRP will first check this field, then the "PO Quantity" fields on any Facility Parts, then the Item Master record to determine the default purchase order quantity.
Minimum Purchasable	Defines the preferred minimum quantity, in Stock Units, for which Purchase Orders for this Vendor part should be created. If a quantity is entered below the value defined in this field, a prompt will appear asking the user if they wish to continue. If the "Use MRP Settings" and "Preferred" flags are checked, this value is used for MRP suggestions, meaning if the suggestion for a purchased item is truly "7" and this field is set to "10", the suggestion will be "10".
Incremental PO Quantity	Defines the increment, in Stock Units, at which Purchase Orders for this Vendor part must be created. Users with the security setting "Purchase Orders -- allow non-incremental quantities" will be permitted to enter non-incremental quantities on Purchase Orders. If the "Use MRP Settings" and "Preferred" flags are checked, this value is used for MRP suggestions, meaning if the suggestion for a purchased item is truly "7", the "Minimum Purchasable" is set to "8", and this field is set to "10", the suggestion will be "10". If a Vendor Cross Reference Part specifies an Incremental PO Quantity , and the Vendor's Ship Via has the "Split POs on Load Size" field checked, MRP will create PO's for a multiple of the Incremental PO quantity without exceeding the Ship Via's load capacity.
Shelf Life Days	Dictates the standard number of days of available shelf life for this Vendor part. Refer to the "Shelf Life Days" field description on the Item Master General 2 tab for more details.
Notes	Memo field used to store general notes regarding this Vendor part.
Active	If checked, this record is active. Only active records may be used in the system.
Preferred	If checked, this Vendor will be displayed in the "Vendor" column for this Part when running MRP. A Preferred Vendor is required to use the "Auto PO" function in MRP. When manually entering a Purchase Order, if an item has two or more Vendor parts for the same Vendor, the system will select the Vendor part that is flagged as Preferred. If there are no Vendor parts flagged as Preferred, the system will select the first Vendor part in the list.

Pricing tab

Edit Vendor Price form

Opened via the "Add" or "Modify" buttons on the Pricing tab of the Edit Vendor Info form.

Field	Description
Minimum Quantity	Defines the minimum quantity that must be purchased before the Price indicated in the following field will be applied.
Price	Defines the price that will be used when ordering this Vendor part, once the Minimum Quantity, Start, and End dates have been satisfied. Note: Companies that will use Vendor Part pricing should always set the "PO Price Type" field on the General 1 tab of the corresponding Deacom item master to the Purchase Price option. The other selections are incompatible with design concepts of Vendor Part pricing.
Freight Cost	Defines the dollar amount of freight cost in terms of of the vendor part pricing unit used for this part. Specifically, when a Purchase Order is created for this Vendor and Vendor part, the value in this field will populate the "Freight Cost" on the order line. The system will use the dollar amount specified in the "Pricing Unit" field on the Edit Vendor Info form to calculate the freight cost.
Material Burden	Defines the dollar amount of material burden, or duty cost, for a Stock Unit of this Vendor part. Specifically, when a Purchase Order is created for this Vendor and Vendor part, the value in this field will populate the "Material Burden" field on the Edit Purchase Order Line form provided the value is not 0.
Date Based On	Pick list used to define if the price should be based on the ordered or received date. The default selection is "Ordered". If "Received" is selected, the price will recalculate when the Purchase Order is received.
Start	The valid from date for which the specified price will be in effect.
End	The expiration date for the specified price.

User Fields tab

Vendor Part User fields are available on the Vendor of Parts grid. Deacom allows the creation of user-defined fields that, once created, are available on various master data records such as items, Vendors, and Ship-to Companies. These fields allow companies to enter and store information outside of the fields provided in the system. The user fields on a Vendor part record may be used to capture very specific information required by the company. User fields may be added via Tools > Tools Maintenance > User Fields. For more information, refer to Configuring User Fields and User Calculations. All Vendor part user fields are available for use in the Vendors advanced search filters. Vendor Part user-defined fields are available to the Order Detail grid. Users can access vendor part user-defined fields from all PO detail-based grids in addition to customer part user-defined fields from all SO detail-based grids.

QC tab

The QC tab allows users to specify one or more Quality Control Groups that will be applicable to this specific Vendor part. If incoming material is subject to inspection and testing, the QC Group defines the list of Quality Control Tests that are performed. When a Vendor part is received and has QC defined, the material is sent to Pending QC. Once obtained, test results may be entered via the Purchasing > QC Result Entry form.

This tab also contains a "QC Qualified Until" field and a "QC Specs" button.

The "QC Qualified Until" field defines the date at which the QC tests selected will no longer be valid for this Vendor part. Beginning in version 16.04.096, if the "QC Qualified Until" field is expired on a Vendor part, the system will check to see if the associated Deacom item master has a QC Group and then use that QC Group to ensure that lots are placed into a "Pending QC" status. If the Deacom item master has no QC Group, the lot will placed directly into available inventory status.
The "QC Specs" button displays the Edit Quality Control Group form used to define the minimum, maximum, and target values for the tests within the selected QC Group. If the user has the security setting "Quality Control -- edit groups" set to yes then the form will open in an editable state. If changes are made to the QC group and saved, the system will display the following prompt: "The current revision is now historical and cannot be edited." This form allows users to edit the QC Group, not enter or approve QC results for this Group. Refer to the Item Master QC/Stability Tests tab for definitions of the fields available on the Edit QC/Stability Tests form.

Vendor records contain a "Retain QC" pick list. This field, in conjunction with the "Copy Vendor/Pre-Production QC" flag on QC Groups, allows users to stipulate that QC results that have already been entered for a Lot will be applied to all Lots (1) of the same or all Parts received from the Vendor going forward and (2) labeled with the same User Lot for which the original QC results were performed.