Working with Vendor Items (WVNI)

Purpose: You can use the Work with Vendor Items screen to create, change, delete or display vendor item information. Vendor items are a reference between the vendor's item information and the item information used by your company. This bridge between your inventory and the vendor's equivalent inventory allows you to define default information for pricing, ordering and shipping. This information defaults onto the purchase order for this item and vendor, unless you enter other information to override the default.

Additionally, this function allows you to:

• work with special quantity break or promotional pricing offers for a vendor item

• review cumulative history for this vendor item

• use the Vendor Item Notes function to review, delete or maintain notes about this item; you have the option of printing these notes on the purchase order and on reports

• update multiple SKUs of a vendor item with information such as vendor price and ship weight

• update an item's standard cost

In this chapter:

Work with Vendor Item Screen

Create Vendor Item Screen

Work with Vendor Item Price Break Screen

Display Vendor Item History Screen

Work with Vendor Item Add’l Charges Screen

Multiple Vendor Item Update Screen

Multiple SKU Updates Screen (Reviewing SKUs for Update)

Updating Standard Cost

Work with Vendor Item Screen

Purpose: Use this screen to change, delete, display or create the reference between the vendor's item information and the item information used by your company.

How to display this screen: Enter WVNI in the Fast path field at the top of any menu or select Work with Vendor Item from a menu.

Field

Description

Vendor #

A code that identifies the supplier of an item.

Numeric, 7 positions; optional.

Item

The vendor's item code.

Alphanumeric, 20 positions; optional.

Description

The description of the vendor's item.

Alphanumeric, 30 positions; optional.

Screen Option

Procedure

Create a vendor item

Select Create to advance to the Create Vendor Item Screen.

Change vendor item information

Select Change for a vendor item to advance to the Change Vendor Item Screen. At this screen you can change any information except the vendor item code. See Create Vendor Item Screen for field descriptions.

Delete vendor item information

Select Delete for a vendor item to delete it.

Note: If there are dependent records associated with this vendor item, the system checks for the existence of:

• vendor/item additional charges

• vendor/item notes

• vendor/item price breaks

• vendor/item history

There are no restrictions when deleting vendor item records; however, the dependent records listed above will also be deleted.

Display vendor item information

Select Display for a vendor item to advance to the Display Vendor Item Screen. You cannot change any information on this screen. See Create Vendor Item Screen for field descriptions.

Note: From this screen, you can update the item's standard cost or advance to the following screens:

Work with Vendor Item Price Break Screen (Price Break)

Display Vendor Item History Screen (History)

Work with Vendor Item Add’l Charges Screen (Additional Charges)

Multiple Vendor Item Update Screen (Notes)

Add or change vendor item price breaks

Select Price Break for an item to advance to the Work with Vendor Item Price Break Screen.

Display vendor item history

Select History for a vendor item to advance to the Display Vendor Item History Screen.

Add or change vendor item additional charges

Select Charges for a vendor item to advance to the Work with Vendor Item Add’l Charges Screen.

Update the item's standard cost

Select Update Standard Cost for a vendor item. See Updating Standard Cost.

Add or change vendor item notes

Select Notes for a vendor item to advance to the Work with Vendor Item Notes Screen.

Work with user defined fields

Select User Field for a vendor item to advance to the Work with User Fields Screen.

Update multiple SKUs

Select Update multiple SKUs to advance to the Multiple Vendor Item Update Screen.

Create Vendor Item Screen

Purpose: Use this screen to create a vendor item.

How to display this screen:

• Select Create on the Work with Vendor Item Screen.

• You advance to this screen automatically when you create a non-SKU’d item if the Auto Advance to Vendor Item Create (E78) system control value is selected; see Creating Non-SKU’ed Items Screen Flow.

• You advance to this screen automatically when you create a SKU’ed item if:

- The Auto Advance to Vendor Item Create (E78) system control value is selected, and

- The Auto Advance to SKU Create (B34) system control value is selected, and

- The Auto Advance to SKU Generator (J06) system control value is unselected. See Creating SKU'ed Items Screen Flow.

Field

Description

Vendor

A user-defined code that defines the supplier of an item. Validated against the Vendor table. See Working with Vendors (WVEN).

Numeric, 7 positions.

Create screen: required.

Change screen: display-only.

Vendor item

The number or code the vendor uses to identify the item. This information prints on purchase orders.

Alphanumeric, 20 positions; required.

Description

The description of the item, as defined by the vendor. This information prints on purchase orders.

Alphanumeric, 30 positions; required.

Item/Colr Size Othr

The item and SKU you use to identify the item. Items and SKUs are validated against the Item/SKU tables. If you advance to the Create Vendor Item screen through Work with Item/SKUs, the item/SKU you are creating displays.

Item: alphanumeric, 12 position; required.

SKU: alphanumeric, three 4-position fields; optional.

Price

Represents the vendor's list price for this item. When you enter a purchase order, this price defaults unless there is a price override or special pricing set up for the vendor item. See the Work with Vendor Item Price Break Screen for more information.

Note: The Display Cost in Inventory (A38) secured feature controls whether the Change Vendor Item and Display Vendor Item screens display the price.

Numeric, 9 positions with a 4-place decimal; optional.

Minimum qty (Minimum quantity)

The minimum unit quantity (in retailer’s unit of measure) of merchandise you are required to order from the vendor. You cannot create a purchase order for fewer than this amount. A message similar to the following in purchase order maintenance indicates that you entered a quantity lower than the minimum:

Minimum order quantity is 6.

Note: The minimum quantity is not enforced when creating sales orders for drop ship items.

Numeric, 3 positions; optional.

Lead days

The number of days it takes a vendor to deliver this item when it is ordered through a purchase order. The system adds this value to the current date to determine the due date on a drop ship purchase order detail line and to calculate the expected ship date for drop ship items (see Assign Drop Ship Expected Ship Date (I59) for more information).

Numeric, 3 positions; optional.

Order multiple

The number of units (in retailer’s unit of measure) by which your order quantity must be divisible when you order this item from this vendor. For example, your vendor might have an item that he sells only by whole cartons of twelve. In this situation, the system displays a message such as the following if the quantity you enter on a purchase order is not divisible by 12:

Vendor requires that Item is ordered in multiples of 12

Note: If your vendor’s unit of measure differs from your unit of measure, you do not need to enter a multiple number in the Order multiple field as long as you have set up correct conversion ratios through the Working with Unit of Measure Conversions (WUMC) menu option. For example, if your vendor’s unit of measure is pairs, and your unit of measure is single items, the system will automatically calculate the conversion and display a message such as the following if the quantity you enter on a purchase order does not convert to the vendor’s unit of measure:

Order quantity 5 must be able to divide evenly by vendor UOM 2.

Note: The order multiple is not enforced for the creation of sales orders for drop ship items. Unit of measure conversion is not supported by the Order Broker Supplier Direct Fulfillment integration.

Numeric, 5 positions; optional.

Cubic volume

The cubic volume of the item, as defined by the vendor, used for informational purposes only. The cubic volume can refer to any dimensions. The system calculates the cube of each line when you enter a purchase order and arrives at a total cube for the order.

Numeric, 5 positions; optional.

Ship weight

The shipping weight of the item, as defined by the vendor. Prints with the item on the purchase order and is used for informational purposes only. No calculations are performed for this value. Not included on a drop ship purchase order sent to Order Broker’s Supplier Direct Fulfillment module.

Numeric, 7 positions with a 3-place decimal; optional.

Ship via

A code that represents the carrier used when shipping this item to your company. If you enter a PO ship via code here, this code defaults on the vendor item purchase order line automatically. Validated against the PO Ship Via table; see Working with Purchase Order Ship Via (WPSV) for more information.

See Drop Ship Purchase Order Setup for Purchase Order Ship Vias for considerations related to specifying a vendor item ship via for items that you will include on drop ship purchase orders.

Numeric, 2 positions; optional.

Unit of measure

The vendor's Unit of measure for an item (e.g., C12 = case of 12, GRS = gross). The system validates this unit of measure against the Unit of Measure table.

In PO Maintenance and Receiving, the system will convert your unit of measure into the vendor's unit of measure using the information provided in the Unit of Measure table.

Example: If you sell an item in eaches, but the vendor sells the item to you in cases of 12 and you place an order for 36 units, the system will convert the vendor's quantity to 3 units. You enter the retailer’s quantity on the PO; however, both quantities can be seen in PO Inquiry, Maintenance, and Receiving.

A message similar to the following indicates that you entered an order amount that is not divisible by the unit of measure:

Order qty 7 must be able to divide evenly by vendor UOM 12.

Note: For a drop ship item, the vendor item unit of measure must match the item’s unit of measure if you use the Order Broker Drop Ship Integration to process drop ship orders for this vendor.

Alphanumeric, 3 positions; optional.

Message

An informational message that you can use for reporting purposes. Up to 3 lines of messages are available for free-form text, such as special packing instructions. Not included on a drop ship purchase order sent to Order Broker’s Supplier Direct Fulfillment module.

Alphanumeric, 30 positions (each line); optional.

Completing this screen:

• If you are creating a vendor item in Working with Vendor Items (WVNI), the system clears the data from the screen.

• If you are creating a vendor item for a non-SKUed item in Work with Item/SKUs, you advance to the Create Item Offer screen, where you can enter offer information for the item you are creating.

• If you are creating a vendor item for a SKUed item in Work with Item/SKUs, you advance to the Create SKU (With Overrides) screen, where you can create another SKU for the item you are creating.

For more information: See Performing Initial Item Entry (MITM).

Work with Vendor Item Price Break Screen

Purpose: You can use this screen to display, add or change price break information. Price breaks might be a special price promotion or a series of quantity break prices for this item and this vendor.

Note: The Display Cost in Inventory (A38) secured feature controls the display of this screen.

Quantity Break Pricing Tables

Quantity break pricing tables allow you to define:

• a start and end date,

• the purchase quantity of the item required, and

• the special price at which the item may be purchased when the quantity requirements are met.

A quantity break pricing table is defined in tiers. For example:

Tier

Purchase Quantity Required

Special Price

1

1 - 9

$10.00

2

10 - 20

$9.50

3

21 - 30

$9.00

You receive the quantity price break for the next tier only if you order an amount greater than or equal to the quantity required.

How to display this screen: Select Price Break for a vendor item at the Work with Vendor Item Screen.

Field

Description

Start Date

The date when the special price promotion or quantity break price begins.

Numeric, 6 positions (in user date format); optional.

Stop Date

The date when the special price promotion or quantity break price ends.

Numeric, 6 positions (in user date format); optional.

Quantity

The quantity, in your own unit of measure, not the vendor’s, that you must purchase to receive the special promotional price or quantity break price on this item from the vendor.

Example:

Qty=1 Price=$10.00

Qty=10 Price=$9.50

If you purchase between 1-9, the price is $10.00.

Numeric, 7 positions; optional.

Price

The vendor's special price, per vendor’s unit of measure, for this item if you order the quantity required (in retailer’s unit of measure).

Example: If the vendor sells the item in pairs, but you sell the item as single units (eaches):

Vendor’s base price is $12.00/pair

Quantity: you enter a quantity on this screen of 12.

Price: you enter a price for the quantity 12 of $10.00

When you enter a purchase order, you order 12 of the item.

Result: The system converts the quantity 12 (single units) to vendor’s quantity of 6 (pairs), but prices the item at $10.00/pair, or total of $60.00, because you ordered, in retailer’s unit of measure, enough units to qualify for the discount price.

Numeric, 9 positions with a 4-place decimal; optional.

Using this screen: To add or change a price break, select Add/Change. The screen changes to CHANGE mode, which means the fields are enterable, so you can enter or change information.

• If the screen is in ADD mode, any prices that are already displayed are locked and the cursor is positioned at the next available line.

• If the screen is in CHANGE mode, the cursor is positioned at the top of the screen and all fields are available for entry.

Display Vendor Item History Screen

Purpose: Use this screen to review performance statistics for this item, as supplied by this vendor. All information on this screen is updated by the system, either through Maintaining Purchase Orders (MPOE) or Purchase Order Receipts. This information represents an aggregate history of this item across all purchase orders for this vendor.

How to display this screen: Select History for a vendor item at the Work with Vendor Item Screen.

Field

Description

Vendor

A numeric code that defines the supplier of an item. See Working with Vendors (WVEN).

Numeric, 7 positions; display-only

Vendor item

The number or code the vendor uses to identify the item.

Alphanumeric, 20 positions; display-only.

Last purchase price

The price at which this item was last purchased from this vendor, expressed per retailer’s unit of measure. For example, if the vendor sells the item in pairs, priced at $12.00/ pair, but you sell the item as single units (eaches), the price displayed here would be $6.00. See Working with Unit of Measure Conversions (WUMC).

Note: The Display Cost in Inventory (A38) secured feature controls the display of the Last purchase price field.

Numeric, 9 positions with a 4-place decimal; display-only.

Orders

The number of purchase orders placed with the vendor for this item. This number includes every PO that has been placed, including cancelled POs.

The system updates this field only once, regardless of the number of times the item is entered on a PO.

Numeric, 7 positions; display-only.

Shipments

The total number of shipments of this item. Updated by PO Receiving and the number increases each time the item is received. For example, if 100 items were ordered, and 25 were received one day and 75 were received the next day, the number of shipments is 2.

Numeric, 7 positions; display-only.

Overships

The number of times the vendor has shipped more of this item than was requested on purchase orders. Updated by PO Receiving and is determined when the PO is closed.

Numeric, 7 positions; display-only.

Underships

The number of times the vendor has shipped fewer of this item than was requested on purchase orders. Updated by PO Receiving and is determined based on the PO line being closed and order entry does not match.

Numeric, 7 positions; display-only.

Late shipments

The number of times the vendor has shipped this item late. If the receiving date is greater than the original PO due date, the system considers this a late shipment. Updated by PO Receiving.

Numeric, 5 positions; display-only.

Defects

The number of items that have been identified as defective at PO Receiving.

Numeric, 7 positions; display-only.

Units received

The quantity of this item received by this vendor life-to-date, in retailer’s unit of measure. Updated by PO Receiving.

Numeric, 7 positions; display-only.

Units purchased

The quantity of this item purchased from this vendor, in retailer’s unit of measure. This number includes cancellations (i.e., cancellation does not decrease this number).

Numeric, 7 positions; display-only.

Value purchases

The merchandise dollar value of purchases of this item from this vendor. Updated by PO Maintenance and includes cancellations.

Note: The Display Cost in Inventory (A38) secured feature controls the display of the Value purchases field.

Numeric, 11 positions with a 2-place decimal; display-only.

Elapsed days

An accumulation of the number of days it takes the vendor to ship this item to you. The system calculates as follows: each time the item is received, the system subtracts the PO date from the Receipt date and adds it to the field. The average elapsed days can be calculated by dividing elapsed days by the number of shipments.

Numeric, 7 positions; display-only.

Late days

The accumulated number of days this item is received late from the vendor. The system calculates by subtracting the PO Receipt date from the original due date.

Numeric, 7 positions; display-only.

Work with Vendor Item Add’l Charges Screen

Purpose: Use this screen to display, add or change additional charge information.

If the Default Vendor Item Additional Charges (I21) system control value is selected, the system defaults the vendor item additional charges to the purchase order. You can review the defaulted vendor item additional charges on the purchase order at the Work with PO Detail Estimated Charges Screen.

Receipt cost calculation: The system calculates all vendor item additional charges into the costing calculations for a purchase order if the Default Vendor Item Additional Charges (I21) system control value is selected and the Include PO Estimated Charges in Receipt Cost Calculation (G29) system control value is selected.

See Distributing Overhead Costs for more information on the calculations the system performs when distributing overhead costs across purchase orders.

How to display this screen: On the Work with Vendor Item Screen, select Charges for a vendor item.

Field

Description

Charge

A user-defined code that identifies a purchase order detail line for brokerage, commission, duty, freight, import, surcharge, or other user-defined fees. Additional charges are validated against the PO Additional Charge table; see Working With PO Additional Charges (WPAC).

Alphanumeric, 2 positions; required.

Description

A description of the additional charge.

Alphanumeric, 30 positions; required.

Unit amount

The dollar amount to add to the purchase order for each unit (in retailer’s unit of measure) of the vendor item.

Numeric, 12 positions; required if you do not specify a percent.

Percent

The percent of the total merchandise amount to add to the purchase order for total orders of the vendor item.

Numeric, 6 positions; required if you do not specify a unit amount.

Screen Option

Procedure

Add or change an additional charge

Select Add/Change to toggle between add and change mode. Change mode is available only if you have already created additional charges for the vendor item. When in change mode, the existing additional charge code and unit amount or percent becomes enterable.

Multiple Vendor Item Update Screen

Purpose: Use this screen to update selected fields for all the SKUs of a specific vendor item. You can also choose to update only those SKUs that share the first SKU element.

How to display this screen: Select Update Multiple SKUs on the Work with Vendor Item Screen.

Field

Description

Vendor

A numeric code that defines the supplier of an item.

Numeric, 7 positions; display-only.

Item/SKU

Your item number or code (not the vendor item code).

To update all vendor item SKUs: enter the base item code only. To update all SKUs with the same first SKU element: enter the first SKU only to update only matching SKUs for the vendor item; for example, enter BLUE to update all blue SKUs of the vendor item

Item: Alphanumeric, 12 positions; required.

SKU: Alphanumeric, three 4-position fields; optional.

Price

The vendor's list price for this item. This price defaults on the purchase order

Numeric, 9 positions with a 4-place decimal; optional.

Minimum qty (Minimum quantity)

The minimum unit quantity of the vendor item that you can order.

Numeric, 3 positions; optional.

Lead days

The number of days it takes a vendor to deliver this item to you.

Numeric, 3 positions; optional.

Order multiple

The number by which the purchase order quantity must be divisible.

Numeric, 5 positions; optional.

Cubic volume

The cubic volume of the item, as defined by the vendor, used for informational purposes only.

Numeric, 5 positions; optional.

Ship weight

The shipping weight of the item, as defined by the vendor.

Numeric, 7 positions with a 3-place decimal; optional.

Ship via

A code that represents the carrier used when shipping this item to your company.

Numeric, 2 positions; optional.

Unit of measure

The vendor's unit of measure for an item (e.g., C12 - case of 12, GRS - gross). The system validates this unit of measure against the Unit of Measure table.

Alphanumeric, 3 positions; optional.

Message

An informational message that can be used for reporting purposes. Up to 3 lines of messages are available for free-form text, such as special packing instructions.

Alphanumeric, 30 positions (each line); optional.

Instructions: To update the SKUs for a specific vendor item:

1. Complete the vendor number, the item code, and (optionally) the SKU.

2. Complete any of the remaining fields to indicate which information you want to update. Only the fields you enter will be updated for the target vendor item SKUs; any fields you leave blank on the Multiple Vendor Item Update field will remain unchanged.

3. The Confirm Multi Vendor Item Update pop-up window opens.

4. Select OK to update the SKUs for the vendor item or select Exit to cancel. You can also select Review Select SKUs to review the SKUs that are being updated. See Multiple SKU Updates Screen (Reviewing SKUs for Update).

5. If you select OK, the following message informs you the SKU updates have completed: Vendor Item updates have been completed.

Screen Option

Procedure

Review the SKUs being updated

Select Review Select SKUs to advance to the Multiple SKU Updates Screen (Reviewing SKUs for Update).

Multiple SKU Updates Screen (Reviewing SKUs for Update)

Purpose: Use this screen to review the SKUs for the vendor item you wish to update.

How to display this screen: Select Review Select SKUs on the Multiple Vendor Item Update Screen.

Field

Description

Vendor

The code and name of the vendor who supplies the item you wish to update.

Vendor code: numeric, 7 positions; display-only.

Vendor name: alphanumeric, 30 positions; display-only.

Item

The item number and description of the item you wish to update.

Item number: alphanumeric, 12 positions; display-only.

Description: alphanumeric, 120 positions; display-only.

Colr, size othr

The SKU you use to identify the item you wish to update. SKUs are validated against the Item/SKU table.

Alphanumeric, three 4-position fields; display-only.

Vendor item

The vendor item number of the item you wish to update.

Alphanumeric, 20 positions; display-only.

Updating Standard Cost

Purpose: You can update an item's or SKU's standard cost through the Work with Vendor Item Screen, Change Vendor Item screen, or Display Vendor Item screen. The system processes the same update this way as when you use Updating Standard Cost (MSCC), except that the update takes place interactively against the selected item or SKU only as opposed to updating all eligible standard costs through a batch job. There is also a periodic function available to update standard cost.

How to update: You can update the standard cost for a selected item by:

• selecting Update Standard Cost for a vendor item at the Work with Vendor Item Screen

• selecting Update Standard Cost at the Change Vendor Item screen or Display Vendor Item screen

Note: Access to updating standard cost is controlled by the Display Cost in Inventory (A38) secured feature. If you do not have authority under that secured feature, the system displays an error message when you select Update Standard Cost at the Work with Vendor Item Screen: Not authorized to change Standard Cost.

If you do not use standard costing: If you use average rather than standard costing, you cannot update the item standard cost interactively through Working with Vendor Items (WVNI) or through the Update Standard Cost menu option. If you attempt to update item cost but do not use standard costing, the following message indicates:

Costing Method must be Standard.

The Costing Method (A25) system control value defines your costing method.

If the vendor is not the item's primary vendor: The vendor item you select must be associated with the item's primary vendor (the primary vendor is the vendor you enter at the first Create or Change Item screen in Work with Items; see Performing Initial Item Entry (MITM)). If you attempt to update item cost but the vendor item is not associated with the item's primary vendor, a message such as the following indicates:

Can't update standard cost. Vendor# 12 is not item's primary vendor

Pop-up window: The Confirm Update of Item’s Standard Cost window opens when you choose to update the standard cost for an eligible vendor item.

Processing the update: After you select OK at the confirmation window, a message such as the following indicates:

SKU standard cost has been updated (WA123 10.6000)

The message includes your item code for the item you have just updated, and the new standard cost.

WVNI OMSCS 19.0 December 2019 OHC