Overview
The Vendor Item Master defines a relationship between the Purchase Item Master record and the vendor(s) who supply the item. It provides the ability to maintain detailed vendor-item-specific information for creating Purchase Orders, including pricing, discounts, delivery times and units of measure. It also provides a history of what items have been purchased from which vendors. Specific information about the Vendor Item Master relationship is maintained here. In addition, one Vendor per item can be defined as the Primary Vendor. The Primary Vendor is used as the default vendor for MRP-generated requisitions and for direct purchased items entered on a Sales Order line.
Navigation
Vendor Item Master
This takes the user to the Vendor Item list view. From here, the user can view/edit/delete records in the list. The user can also create a new Item Vendor record by clicking the New button.
Information Section
Fields
Division: This displays the user's Current Division as defined on the Manufacturing User record. It can not be changed.
NOTE To create a new Vendor Item record for a different Division, the user must change their current division, either on the Manufacturing User record or by selecting the Change Company Division from the application launcher.
Vendor: The vendor to be referenced in the record.
Primary Vendor: This indicates whether or not this is the first choice Vendor for this Item. It is not required.
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Only one Vendor Item record can be selected as the primary vendor for a purchased item.
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When a Primary Vendor is indicated, MRP assigns the Primary Vendor to MRP Planned Inventory Requisitions and Purchase Orders used to fulfill direct purchase item requirements entered on a Sales Order line.
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The Primary Vendor is indicated in the Inventory Requisition processing function when processing and converting a requisition to a Purchase Order. It can be overridden as needed.
Purchase Item: The Rootstock Item Number to be purchased from this Vendor.
Vendor's Part Number (optional): The Vendor’s Part number. If the vendor uses a part number different from the Rootstock Item Number, it is entered here. This value will (optionally) appear on the Purchase Order when printed and/or sent to the Vendor via email.
Pricing Section
Fields
PO Price Option: The selection determines whether a new PO Price must be entered or the Last PO Price will be used when creating a new Purchase Order line for this item/Vendor. The selections are: Enter New Price and Use Last Price. The pricing options apply when converting a Requisition to a Purchase Order and when manually entering a new Purchase Order Line.
PO Price: When the 'Enter New Price' option is chosen, the value manually entered here is used on the Purchase Order. The price entered is in the maintenance currency on the Vendor Master record. Entry in this field is optional, and '0' is acceptable.
Last PO Price: Used when the ‘Use Last Price' option is selected. It is the most recent purchase price for this vendor item. When using multi-currency, this is in the Vendor’s Currency (not Home Currency). When a new Purchase Order Line is created or when an existing Purchase Order Line Price is changed, this price is updated. Entry is optional.
Unit of Measure: Indicates the Vendor's unit of measure for this specific vendor item.
UOM Conversion factor: The conversion factor used for the selected unit of measure in the field above when the item is received to an inventory location. It converts the vendor’s unit of measure to the inventory unit of measure.
Default Qty Ordered: Found on the Vendor Item record, it is the default Purchase Order quantity for this item/vendor. Optional. If populated, the quantity entered will default on new Purchase Orders for the item/vendor.
Locations Section
Fields
Receipt Location ID: This is the default Location ID used when a PO Receipt for the item/vendor is performed.
Receipt Location Number: This is the default Location Number used when a PO Receipt for the item/vendor is performed.
The following two fields are used when backflushing subcontract components.
Override Backflush Loc ID: When checked, the system uses the Vendor Loc ID to backflush components. If unchecked, the system uses the Default Receiving Location (identified as a Backflush Location) on the Commodity Code on the Inventory Item Master. Subcontract components must always be backflushed from the Parent Location ID.
Vendor Loc ID: The Location from which the Subcontract Parent Components are issued when the Override Backflush Loc ID is checked. Otherwise, they are issued from the Parent's receiving Location ID found on the Inventory Commodity Code or the Inventory Item Master. Only valid on the parent.
Misc Section
Fields
Inactive Indicator: When checked, this Vendor Item combination is no longer active and cannot be used on Purchase Orders.
Expense Account Override Indicator: Applies only to Indirect and Service items. This defaults to unchecked. If ‘Checked’, the Expense Account on the Item Vendor record (see below) is used. If not checked, the Expense Account from the Purchase Item Master is used, or if blank, the Division Master Expense Account is used to set the PO Line Expense Account.
Expense Account: When the Expense Account Override Indicator is checked, this is the expense account used. On a PO receipt (or authorization) for indirect materials or an Authorization for a Service, this account is debited when the Accrued AP Clearing is credited.
Direct Purchase Order: Used for purchases generated directly from Sales Order Lines. To auto-create a Purchase Order from a Sales Order Line, a vendor item record must exist. When 'Auto PO-Use Item Vendor PO Header’ is checked on the Product Group/Product record, a valid Purchase Order must be entered here. If not checked, the system will create a new PO Header.
Default Country of Origin: The country of origin of this item when ordered from this vendor. The country of origin is defined at the Purchase Item Master level and can be overridden for each Vendor Item Master record.
Override VAT Class: When a class is selected, this item from this vendor will use the selected VAT value on the Purchase Order Line. When no VAT override is entered the value is selected from the Purchase Item Master. If no VAT class is found on the Purchase Item Master, the the system will check the PO Commodity Code. Finally, if no VAT class is found in any of those locations, the Division Master is checked.
Use Item-Vendor vs. Vendor Lead Times: Indicators on the Vendor Master ('Vendor LT Override Ind', 'Vendor Shipment LT Override Ind') dictate if Lead Time from the Item or from the Vendor is to be used. This field 'Use Item-Vendor vs. Vendor Lead Times' is only used when those indicators are set on Vendor Master. If so, and if this field is set to true, the Lead Time values on this Item Vendor will be used instead of those on the Vendor Master. So, this field is used when this specific item from this vendor has a lead time different from this Vendor's standard lead time.
Vendor Lead Time: The Vendor Lead Time is the time the vendor requires to have the purchased item available to ship (in days). This value will be used when both the fields 'Vendor LT Override Ind' on Vendor Master and the 'Use Item-Vendor vs. Vendor Lead Times' are set to true. For example, the Vendor may require one day to retrieve the item from a remote warehouse before it can be shipped.
Vendor Shipment Lead Time: The Vendor Shipment Lead Time is the number of days required to ship from the vendor site to make your dock date (in days). This value will be used when both the fields 'Vendor Shipment LT Override Ind' on Vendor Master and the 'Use Item-Vendor vs. Vendor Lead Times' are set to true.
Inter-System Direct Sales Section
Fields
Inter-System Direct Sale Item: When checked, indicates an Item can be bought/sold between two Rootstock Divisions or Rootstock Companies using Inter-System functionality.
NOTE This flag 'Inter-System Direct Sale Item' is enabled when the 'Inter-System Direct Sales Active' is checked on the PO Control record.
Sell From Company: When the item is identified as "Inter-System" (between Rootstock Companies or Rootstock Divisions), this is the Company that the SO will be auto-added for when doing an Inter-Company PO.
Sell From Division: When the item is identified as "Inter-System" (between Rootstock Companies or Rootstock Divisions), this is the Division that the SO will be auto-added for when doing an Inter-Division PO.
Sell From Customer: When the item is identified as "Inter-System" (between Rootstock Companies or Rootstock Divisions), this is the Customer that the SO will be auto-added for when doing an Inter-Company PO.
Sell From Product: When the item is identified as "Inter-System" (between Rootstock Companies or Rootstock Divisions), this is the corresponding Rootstock Product that the SO will be auto-added for when doing an Inter-Company PO.
NOTE This 'Sell From Product' lookup field displays the Rootstock Products that satisfy the below conditions:
- The Rootstock Product should belong to the 'Sell From Division' of this Vendor Item Master.
- The Rootstock Product Type should be 'Stock'.
- The flag 'Auto Create Purchase Order Line' should be false on the Rootstock Product.
NOTE The fields 'Sell From Company', 'Sell From Division', 'Sell From Customer', and 'Sell From Product' are enabled when the 'Inter-System Direct Sale Item ' is checked.
Other Fields
Unit Freight Amount: This is the unit freight amount of this Purchase Item.
Unit Other Landed Amount: This is the unit other landed amount of this Purchase Item.
NOTE During Freight & Landed Costs Processing, when executing the Apportionment program, the system will update these field values. For more details, please refer to the Run Apportionment section on Freight & Landed Costs: Processing.
SEE ALSO
Purchase Item Master
Vendor Master
Vendor Class
Purchasing Overview
