This article reviews Order Guides Vendor Integrations.
Order Guides Vendor Integrations allow R365 to update Contract Prices for Vendor Items directly from the Vendor by importing the Vendor's Order Guides. Accurate Contract Prices improve the accuracy of Purchase Order totals and Suggested Orders. Contract Prices are also used for Vendor Contract Price Verification.
Order Guides Vendor Integrations are only available for selected Vendors. Refer to the Vendor Integration list for the Vendors with Order Guides Integration available.
Contact your CSM or R365 Support to learn how Order Guides Vendor Integrations can enhance your R365 experience!
Note: Order Guides Vendor Integrations are only available for Early Adopters.
Updated Fields
Vendor Items are matched between imported Order Guides and R365 using the 'Vendor Item Number'. When Order Guides are imported from a Vendor, the following fields will be updated for matched Vendor Items, if available:
- Contract Price
- Split Contract Price
- Vendor Pack Size
- Vendor Item Name
- Effective Date
Fields on the Vendor Item Record will only be updated when the Effective Date for the Order Guide is reached, or if the Effective Date has already passed when the Order Guide is imported.
When the 'Contract Price' is updated, the previous 'Contract Price' will be updated to the 'Previous Price' field. The 'Contract Price', 'Previous Price', and the variance between them can be reviewed on the Vendor Item tab of the Items page.
New Vendor Items
If an imported Order Guide contains entries for Vendor Items that are not already in R365, Vendor Items will be created. New Vendor Items can be viewed, edited, and linked to Purchased Items on the Vendor Item tab of the Items page.
Best Practice: It is recommended to review the Vendor Item tab regularly and link all new Vendor Items to Purchased Items. This will reduce unlinked Vendor Items on AP Invoices and provide insight on which Vendor Items are created via the Order Guide Integration.
Editing Order Guide Integration Vendor Items
Vendor Items that are associated with an imported Order Guide can be manually updated; however, any fields that are updated through the the Order Guide Integration will be set to match the Order Guide the next time it is imported.
Connecting Vendors With Specific Location Numbers / IDs
A unique ID or 'Order Guide Reference' is required for Order Guide Integrations. These 'Order Guide References' can be assigned to each specific R365 Location (Cost Center) on the 'Location' tab of Vendor Records.
- Note: The 'Order Guide Reference' will not be the same number as the 'Vendor Number' used for Multi-Invoice EDI Integrations.
Follow these steps to enter 'Order Guide References':
- Navigate to the 'Location' tab of the desired Vendor Record
- Uncheck the 'Available/Same All Locations' checkbox if it is not already unchecked
- Confirm that all Locations that have a required 'Order Guide Reference' are listed. Manually add any needed Locations.
- Enter the 'Order Guide Reference' number provided by the Vendor for each Location
- Save the Vendor Record