Option 6Products By Vendor

The Products By Vendor file associates each product with a vendor. Month-to-date, year-to-date, and last-year totals are maintained for all purchases processed during the month or year. These totals include the number of units purchased and the dollar amounts of those purchases from each supplying vendor. The system maintains price changes for the six months previous to the current month.

The Keep Product/Vendor Detail? option in the Parameters file specifies whether or not the Products By Vendor file can keep detail by vendor.

• If this option is chosen, a separate record is established for each product/vendor combination
• If this option is not chosen, detail is kept by product only. A single record will be created for each product in the file, and all purchase detail from all vendors will be summarized in that record.

Information in this file is kept in terms of the supplier’s pricing units. You can enter conversion factors, which are used by the system to convert purchasing units to pricing units.

You have the option of maintaining records on a calendar or fiscal year basis. This option is chosen in the Parameters file.

Select “Products By Vendor” from the File Maintenance menu. The Products By Vendor entry screen is shown below.

Products By Vendor screen

Certain entries on this screen will be automatically displayed. In most cases, the displayed entry can be changed. If an asterisk (*) appears next to one of the fields listed below, it indicates a “displayonly” field, which cannot be changed.

When the key value for a particular record is requested, you can review all the records in the file by selecting the Scan option. The records will be presented on an “Access” screen, and you will be allowed to scan the available data until you find the record you want. Then, position the cursor by that record and press RETURN; the record will be displayed for editing.

Data items for the preceding screen are described below:

Product

Enter a code to identify the product to be set up on this Products By Vendor record. You can use the Scan option to find an appropriate entry. The product number that you enter must be on file in the Products file. The system displays the product description from that file so that you can verify your entry.

Vendor

If you have chosen the Keep Product/Vendor Detail? option in the Parameters file, enter a code to identify the vendor to be set up on this Products By Vendor record. If the Accounts Payable application is part of your system, the vendor number that you enter must be on file in the Vendors file. You can use the Scan option to find an appropriate entry. The system displays the vendor name from that file so that you can verify your entry. Multiple vendors can be entered on separate Products By Vendor records.

If you do not choose to keep detail by vendor in the Products By Vendor file, leave this field blank.

Product Class*

The system displays the number of the product class to which the product belongs, based on the entry in the Products file. The corresponding description from the Product Classes file is also displayed.

The system changes this field automatically if the Product Class No field on the Products record is changed.

Alpha*

The system displays the Vendor Alpha from the Vendors record.

Pricing Unit

Enter up to 4 characters to identify the pricing unit used by the vendor when quoting prices.

For example, if the vendor price for this product is quoted as $60.00 foot (for example, of wire), the pricing unit would be ‘FOOT’.

This field appears on various reports and entry functions for information only.

Purchasing Unit

Enter up to 4 characters to identify the purchasing unit of measure.

For example, if the pricing unit is a foot (for example, of wire), and it is purchased by roll, the Purchasing Unit would be ‘ROLL’.

This field appears on various reports and entry functions for information only.

Unit Price

Enter up to 6 digits and 3 decimals for the current price of the pricing unit.

Pricing Factor

Enter up to 5 digits and 4 decimals for the factor used to convert the purchasing unit to the pricing unit. The default is ‘1.00’, the pricing factor used if the pricing and purchasing units are the same. For example, if the purchasing unit is gallons and the pricing unit is pints, then the Pricing Factor entry would be ‘8’. If the purchasing unit is pints and the pricing unit is gallons, then the Pricing Factor entry would be ‘.125’.

As another example, if the purchasing unit is tons and the pricing unit is pounds, the Pricing Factor would be ‘2000’. If the purchasing unit is pounds and the pricing unit is tons, the Pricing Factor would be ‘.0005’.

Vendor Product

Enter up to 12 characters to identify the vendor’s product number for the product.

Quantity Factor

Enter up to 5 digits and 4 decimals for the factor used to convert the purchasing unit to your stockkeeping unit. The default is ‘1.00’, the Quantity Factor used if the purchase unit and the stockkeeping unit are the same.

For example, if you purchase a product in gallons, but stock the product in quarts, the Quantity Factor is ‘4’. On the other hand, if you purchase the product in quarts but stock the product in gallons, the Quantity Factor is ‘.25’.

This factor is used to determine how many products are entered into inventory from a purchase (which is denominated in purchasing units).

It will also be used by the Create Reorder Records function in Live Operations to convert the reorder quantity for automatically generated purchase orders to purchasing units. When the reorder point (stockkeeping units) is reached, the system will use this factor to convert your reorder quantity (stockkeeping units) into purchasing units.

Here is an example of the relationship between the conversion factors:

Purchasing Unit Gallon

Pricing Unit: Quart

Stockkeeping Unit: Pint

Pricing Factor is 4 (each gallon is equivalent to 4 quarts)

Quantity Factor is 8 (each gallon is equivalent to 8 pints)

Vendor Prod Desc

Enter up to 30 characters for the vendor’s description of the product.

During Live Operations, this information will be included on Requests for Supplier Quotes. If the Purchase Orders application is part of the system, it will also be included on purchase orders and request for quotes.

Lead Time

Enter up to 3 digits to identify the number of days of lead time needed when ordering the product from this vendor.

This field appears on Requests for Supplier Quotes in Inventory Control and on Requests for Quote in Purchase Orders.

Price Expires

Enter the date on which the Unit Price expires. This field is for your information only.

Last Purchase

Enter the date of the last purchase for this product from this vendor.

Price Change

Enter the date of the last price change for the product from this vendor.

Last Price

Enter up to 6 digits and 3 decimals for the unit price of the last purchase.

The following items reflect the current price in effect at each month-end for the last six months. These prices are updated during Close Month processing through Inventory Control or Purchase Orders.

Price 1 Month Ago

Enter up to 6 digits and 3 decimals for the unit price charged by the vendor one month ago.

Price 2 Months Ago

Enter up to 6 digits and 3 decimals for the unit price charged by the vendor two months ago.

Price 3 Months Ago

Enter up to 6 digits and 3 decimals for the unit price charged by the vendor three months ago.

Price 4 Months Ago

Enter up to 6 digits and 3 decimals for the unit price charged by the vendor four months ago.

Price 5 Months Ago

Enter up to 6 digits and 3 decimals for the unit price charged by the vendor five months ago.

Price 6 Months Ago

Enter up to 6 digits and 3 decimals for the unit price charged by the vendor six months ago.

MTD Units

Enter up to 7 digits and 2 decimals for the number of pricing units purchased from the vendor in the current month.

YTD Units

Enter up to 7 digits and 2 decimals for the number of pricing units purchased from the vendor in the current year, including the current month.

Depending on the specification in the Parameters file, the “current year” may be either the current fiscal year or the current calendar year.

LY Units

Enter up to 7 digits and 2 decimals for the number of pricing units purchased from the vendor in the previous year.

Depending on the specification in the Parameters file, the “previous year” may be either the previous fiscal year or the previous calendar year.

MTD Purchases

Enter up to 7 digits and 2 decimals for the cost of the purchases from the vendor in the current month.

YTD Purchases

Enter up to 7 digits and 2 decimals for the cost of the purchases from the vendor in the current year, including the current month.

Depending on the specification in the Parameters file, the “current year” may be either the current fiscal year or the current calendar year.

LY Purchases

Enter up to 7 digits and 2 decimals for the cost of the purchases from the vendor in the previous year.

Depending on the specification in the Parameters file, the “previous year” may be either the previous fiscal year or the previous calendar year.

The entered data is validated. Press RETURN to save the information on this screen.

Select Next Record to go to the next Products by Vendor record.

At this screen, use of the MODE keys — ADD, DEL, CHG, or INQ — pertain to those records in the Products by Vendor file.