Vendor Item Records are essential if you plan on automating the AP Process. In order for R365 to automatically import your AP Invoices and update your Inventory Quantities, Vendor Items must be created to represent the relationship between the Purchased Item and the Vendor you buy it from (Vendor Item Record).
- Purchased Items are the items that are purchased from vendors (not vendor specific), counted during the inventory/stock count process and used as Ingredients in Recipe Costing. For full details on the Purchased Item Record, please refer to the Purchased Item Record training
- Vendor Items are associated directly with a single Purchased Item and represent the vendor specific item record for the purposes of Automatic AP Invoicing. For full details on the Vendor Item Record, please refer to the Vendor Item Record training
Note: If Vendor invoices are not being imported to Restaurant365 automatically (via EDI), Vendor Items are not required.
For all EDI invoice processes, Vendor Items must be created in the system for successful Automatic AP Invoice import. For more information, please refer to the AP Invoice Automation training. Additionally, Vendor Items can be utilized when purchasing items in multiple/differing case packs.
Purchased Items are associated with Vendor Items in a One-to-Many relationship. One Purchased Item can be associated with many Vendor Items, while a Vendor Item may only be associated with a single Purchased Item. This relationship is demonstrated below:
Vendor Item Record Creation
Vendor Items can be created using three different methods in R365:
- Imported via template
- 'Match Creation' after an AP Invoice Import
To create a new Vendor Item Record, hover over the 'Item' menu and select 'New Vendor Item'. The Vendor Item Form will load in a new tab.
Import via Template
'Match Creation' after AP Invoice Import
Once an AP Invoice has been imported (manually or via EDI) and an unfamiliar Vendor Item was found on the invoice, the Import process will automatically create a new Vendor Item record with the new Vendor Item Number and Vendor. Before the AP Invoice can be Approved, these new Vendor Item records must be matched to the correct Purchased Item record. They can be matched using the following methods:
- 'Missing Items' tab of the AP Invoice
- To-do Checklist - Record Setup tab
- Vendor Item list
Click here for more information on the 'Match Creation' methods listed above: AP Imports: Missing Items
Vendor Item Record
1) Item - Select the Purchased Item that this Vendor Item will reference and update
2) Vendor - Select the Vendor Record that this Vendor Item is purchased from. You can have multiple Vendor Items that are from the Same Vendor for the same Item
3) Purchase U of M - Select the Purchasing U of M for this Vendor Item. If you purchase this Item from the same Vendor using different casepacks or item numbers, you will need multiple Vendor Items representing the different purchase U of Ms / Item Numbers
4) Vendor Item Number - Enter the Item Number for the Vendor Item as it appears on the Vendor Order Guide and on Vendor Invoices. Used as the lookup value during imports. If you purchase this Item from the same Vendor using different casepacks or item numbers, you will need multiple Vendor Items representing the different purchase U of Ms / Item Numbers
5) Primary - Check this box to mark this item as a primary item, which can then filter and regulate Purchase Orders based on that setting. This checkbox also exists in the Purchased Item record on the 'Vendor Items' tab, as shown below
6) Vendor Item Name - Enter the Vendor Item Name as it appears on the Vendor Order Guide / Vendor Invoices. Used for reference only
7) Split U of M - Select the Split U of M for the Item. Click here for more information on Split U of Ms
8) Contract Price - Enter the Contract Price for the Vendor Item. Used in Vendor Contract Price Verification
9) Split Contract Price - Enter the Split Contract Price for the Vendor Item. Used in Vendor Contract Price Verification
10) Contract Expiration - Enter the Contract Expiration Date for the Vendor Item. Used in Vendor Contract Price Verification
11) Acceptable Variance % - Enter the Acceptable Variance % for the Contract Price of the Vendor Item. Used in Vendor Contract Price Verification
Vendor Item Record Deletion
Once Vendor Item records are created and utilized in the system, they should not be deleted. Rather, if this is a new Vendor Item that is unmapped, then follow these instructions to map the Vendor Item.