This article reviews the Vendor Items tab within the Smart Ops Items page, a tab currently only available to Early Adopters. 




 From the vendor items tab, users can view, edit, link, and create Vendor Items. Vendor Items are associated directly with a single Purchased Item and represent the Vendor-specific Item Record for the purposes of AP Invoicing and Purchase Orders. Since a Purchased Item might be supplied by multiple Vendors or in varied case sizes, multiple Vendor Items can be associated with a single Purchased Item.



If a Vendor supplies the same Item with different case packs or Item Numbers, multiple Vendor Items representing the different Purchase UofMs / Item Numbers are required. 


The Item Number for the Vendor Item should match the Vendor Order Guide and Vendor Invoices. The Vendor Item Number is used as the lookup value for EDI AP Invoice Imports and Order Guide Imports.


Note: The Vendor Items tab and Order Guide Vendor Integrations are only available for Early Adopters. 


Vendor Item Record Deletion

 

Once Vendor Item Records are created and utilized in the system, it is recommended that they not be deleted. 


While the Vendor Item grid has a tool for deleting Vendor Items, this tool should only be used to delete Vendor Items that have never been added to AP Invoices or Purchase Orders. Discontinued Vendor Items should be retained for historical data purposes.


Best Practice:
To discontinue a Vendor Item, confirm that the 'Primary' setting is toggled off, and remove it from Order Templates and Shopping Lists.


Security


The Permissions listed here are associated with Vendor Items. These Permissions can be added to Custom User Roles or single Users. Learn more about managing Permissions and Custom User Roles here

 

Vendor Items are found in the Permission Tree as follows:

  • Food
    • Vendor Items
      • View Vendor Items
      • Edit Vendor Items
      • Create Vendor Items
      • Delete Vendor Items


The Permission Access Report can be used to determine which User Roles or Users already have these Permissions assigned. 

Learn more about User Setup and Security here.

Navigation


First, navigate to the Items page under the 'Food Admin' category, then click the 'Vendor Items' tab.



Vendor Items Grid


The Vendor Items grid displays all Vendor Item Records. Clicking on a row will open the associated Vendor Item Record in a sidesheet. 


Quick Filters


The Vendor Items grid has two quick filters at the top of the grid:



Price Variance


Click the 'Price Variance' filter to only display Vendor Items which have a current 'Price Variance' greater than the 'Acceptable Variance' for the Vendor Item. Price Variances are calculated as the difference between the 'Contract Price' and the 'Previous Price'.


Unlinked Items


Click the 'Unlinked Items' filter to only display Vendor Items that are not linked to a Purchased Item. 


Linked Purchased Items are displayed in the 'Item' column. This filter will only display Vendor Items where theLink Item button is displayed. Learn more about linking Vendor Items and Purchased Items here.


Columns


The Vendor Items grid contains the following columns:


  • Item- The linked Purchased Item that this Vendor Item will reference and update
  • Vendor - The Vendor that this Vendor Item is supplied by

  • Vendor Item Name - The Vendor Item Name as it appears on the Vendor Order Guide / Vendor Invoices. Used for reference only

  • Vendor Item Number- Number of the Vendor Item. 
  • UofM - Purchase Unit of Measure for the Vendor Item
    • Note: UofMs used for Vendor Items must be tagged as 'Purchasing UofM'

    • Note: If this Item is supplied by the same Vendor using different case packs, multiple Vendor Items representing the different Purchase UofMs are required

  • Vendor Pack Size -The pack size name provided by the Vendor on Order Guides. This column is for reference only.

  • Contract Price - The current expected price of the Vendor Item used for Purchase Orders and Vendor Contract Price Verification 
    • Note: The current Contract Price will replace the 'Previous Price' each time the 'Contract Price' is updated

  • Previous Price - The previous Contract Price of the Vendor Item 

  • Variance - The difference between the 'Contract Price' and the 'Previous Price'

  • Acceptable Variance - The threshold of variance % between the 'Contract Price' and the 'Actual Price' found on AP Invoices that is acceptable. Used in Vendor Contract Price Verification.

  • Contract Expiration - The date that the 'Contract Price' imported via an Order Guides Vendor Integration will expire

  • Effective Date -The date that the 'Contract Price' will be active for the Vendor Item
    • Note: When the 'Contract Price' is manually changed, either through the Vendor Item grid or Import Tool, the 'Effective Date' will reflect the date of the update. When the 'Contract Price' is imported via an Order Guides Vendor Integration, the 'Effective Date' will match the 'Effective Date' on the imported Order Guide.

  • Split UofM - The Split U of M for the Vendor Item used with EDI Integrations.

  • Split Contract Price - The Split Contract Price for the Vendor Item that is used in Vendor Contract Price Verification

  • Primary - Indicates if the Vendor Item is a 'Primary' item for the Vendor. Used in Purchase Orders to filter and populate Orders.

  • Price Source - Indicates which method was used to update the 'Contract Price':
    • Invoice - The Vendor Item was created automatically as part of an EDI AP Invoice Import, and the 'Contract Price' was set to the price on the Invoice.
    • User - 'Contract Price' was updated manually by a User on the Vendor Item grid
    • Order Guide - 'Contract Price' was updated via an Order Guide Vendor Integration 
    • Manual Import - 'Contract Price' was updated via the Import tool

 

Bulk Edit


Selecting one or more Vendor Items will display the Bulk Edit Menu at the bottom of the screen. 



Edit


To edit the selected Vendor Items, click the pencil icon. This will open the Bulk Edit form, where the 'Acceptable Variance' and 'Primary' attribute can be edited.


Acceptable Variance



Primary



Delete

 

Important Note: While Vendor Items can be deleted through Bulk Edit, Vendor Items that have been utilized in the system should not be deleted. This tool should only be used to delete Vendor Items that have never been added to AP Invoices or Purchase Orders. Discontinued Vendor Items should be retained for historical data purposes.

 

To delete the selected Vendor Items, click the trashcan icon. Deleting a Vendor Item will remove it from all corresponding Order Templates, Shopping Lists, and open Purchase Orders.


Creating New Vendor Item Records


To create a New Vendor Item Record, click 'Vendor Item' from the '+ Create' drop-down menu.




This will open a blank Vendor Item Record in a sidesheet. Learn more about Vendor Item Records here. 



The following fields must be completed before the Vendor Item Record can be created:

  • Items
  • Vendor
  • Purchase Unit of Measure
  • Vendor Item Number

When the desired configurations are complete, click to create the Vendor Item Record.