Creating Vendor Part Cross References

Purchase order pricing may be configured to automatically populate the default item pricing anytime new orders are entered in the system.

Process Definition:

Pricing should be set up before entering Purchase Orders so that the price that a product is purchased for will automatically default when the item and Vendor are already selected. See the Configuring Purchase Pricing Rules page for advantages and disadvantages of the various purchase order pricing options.

Purchase Pricing Hierarchy

Vendor Part Pricing (see ‘Configuring Vendor Part Pricing’ below)
Pricing Order (see ‘Setting Up Pricing/Blanket Orders’ below)
Facility Specific Purchase Price (see ‘Configuring Facility Part Pricing’ below)
Item Master Purchase Price (see ‘Entering an Item Master Purchase Price’ below)

Process in Deacom:

Configuring Vendor Part Pricing

Also see ‘Purchasing - Creating Vendor Part Cross References’.

Navigate to Inventory > Item Master.
Select a part in the ‘Part Number’ field.
Click View.
Click View Vendors on Item Master -- Standard.
To add a New Vendor Part Cross Reference:
1. Click Add.
2. Enter a ‘Vendor’.
3. Update the ‘Part Number’ to the Vendor Part Number if known.
4. Update ‘Retail Code’ and ‘Part Description’ accordingly.
5. Select the ‘Pricing Unit’ and ‘Purchase Unit’.
6. If MRP settings between this vendor and part should be used, leave ‘Use MRP Settings’ and fill out MRP fields.
7. Uncheck ‘Use MRP Settings’ if this cross reference should use the Item Master options.
8. If this vendor will be the most used vendor for this item, select the ‘Preferred’ checkbox. When this box is checked, MRP will automatically select this vendor when creating a PO.
  1. Note: cross-references can be set up for multiple vendors but only one vendor can be set as the preferred vendor.
To update an Existing Vendor Part Cross Reference:
1. Highlight the line and click Modify.
Click + on the Pricing tab.
1. Enter the ‘Min Quantity’ that must be purchased before the price indicated in the ‘Price’ field will be applied.
2. Enter the ‘Price’ for this item and vendor when selected on a PO.
3. Select the ‘Date Based On’ to define if the price should be based on the ordered or received date.
4. Note: if ‘Received’ is selected, the price will recalculate when the Purchase Order is Received.
5. Enter a ‘Start’ and ‘End’ date for the pricing effectivity.
6. Click Next to add more pricing effectivities or to create a price break for this Vendor Part.
7. Click Save and Exit once completed.
Click Save.

Setting up Pricing and Blanket Orders

Also see ‘Purchasing - Setting up & Using Pricing and Blanket Orders’. The SOP will review how to set up a standard Pricing Order, Pricing Order based on Quantity Increments, and Blanket PO. It will also review how to enter a Purchase Order off the Pricing Order and how to report against it.

Navigate to Purchasing > Order Entry.
On the General tab:
1. Set ‘Order Type’ to “Pricing”.
2. Select appropriate vendor in the ‘Vendor’ field.
  1. Once a Vendor is selected, the other fields will automatically populate with the order defaults from the vendor record but can be overridden by the user.
3. Select the appropriate ‘Facility’.
On the Dates tab:
1. If applicable, enter the Start Date in ‘Pricing Starts’ (PO Date 5).
2. Enter the End Date in ‘Expires’.
Click the Add button on the purchase order header to display the Edit Purchase Order Line form.
1. Use ‘Vendor Part’ or ‘Part Number’ to search for an item to add.
2. For a Standard Pricing Order:
  1. Enter the ‘Quantity’ for this item that the price will be applicable for.
  2. Enter the ‘Unit Price’ to be used when the minimum quantity is purchased on a normal PO.
  3. To add additional parts, click Next. When finished, click Save and Exit.
3. For a Pricing Order based on Quantity Increments:
  1. Enter a ‘Quantity’.
    - Note: when creating pricing orders, the quantity entered in the quantity field indicates the quantity at which the unit price will take effect. For example, if part A costs 5.00, but customers that buy a quantity of 10 or more will pay 4.00 each for part A, then the pricing order would be set for a quantity of 10 and a unit price of 4.00.
  2. Enter the ‘Unit Price’ for this item. This represents the price for the quantity or quantities that will be ordered from the vendor.
  3. Click Next to continue adding the quantity increments. An example of the PO lines would be:
    - Part A, quantity of 10, unit price of $4.00.
    - Part A, quantity of 15, unit price of $3.50.
    - Part A, quantity of 20, unit price of $3.00.
  4. To add additional parts, click Next. When finished, click Save and Exit.
4. For a Blanket Order:
  1. Enter a ‘Quantity’ of “1”.
  2. Enter the ‘Unit Price’ for this item. This represents the price for the quantity or quantities that will be ordered from the vendor.
  3. Enter the desired blanket quantity in ‘Blanket Quantity’.
  4. To add additional parts, click Next. When finished, click Save and Exit.
Review the lines added and click Save when ready.

Configuring Facility Part Pricing

Navigate to Inventory > Item Master.
Select a part in the ‘Part Number’ field.
Click View.
Click View Facilities on Item Master -- Standard.
To add a New Facility Part Cross Reference:
1. Click Add.
2. Enter a ‘Facility’.
To update an Existing Facility Part Cross Reference:
1. Highlight the line and click Modify.
On the Costs 2 tab:
1. Check ‘Use Prices’.
2. Enter a ‘Purchase Price’.
Click Save and Exit.

Entering an Item Master Purchase Price

Navigate to Inventory > Item Master.
Select a part in the ‘Part Number’ field.
Click Modify.
On the General tab:
1. Ensure ‘PO Price Type’ is set to “Purchase Price”.
On the Costs 2 tab:
1. Enter a ‘Purchase Price’.
Click Save