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Vendor Item Record Vendor Record
EDI Vendor Integration Overview

Overview

Vendor Items can be found in the Vendor Items list in the Inventory Subsection of the Operations Module. This list contains all Vendor Items for all locations. Vendor Items are directly associated with Purchased Items to make that Purchase Item more versatile for ordering and receiving.


There are three primary reasons to utilize Vendor Items in R365:

  1. You wish to use the Purchase Order feature to order product from one or more Vendors
  2. You have one or more Vendor Integrations. These are used primarily for importing items into R365 for Invoicing purposes
  3. You wish to filter your AP Invoice list to show only a specific Vendor's items

Numbers 1 and 2 will be discussed in further detail in their own respective Lessons.

Number 3 can be setup on the 'Vendor Additional Info' tab on the Vendor record. First, make sure the Vendor Entry method is set to 'by Item', then click on the 'Items Available on Invoice' selector and set it to 'Vendor Items Only'. When the record is saved, only the Vendor Items assigned to this Vendor will appear during the AP Invoice entry process.


Vendor Item Record

Item - This is the Purchased Item this Vendor Item has been linked to. Remember, this is an 'add on' to that Master Purchased Item record itself. You will likely have several Vendor Items linked to the same Purchased Item.

Vendor - this is the Vendor the Vendor Item will be associated with. Select the Vendor from the list, or create a new Vendor via Quick-Add

Purchase UofM - this field will be automatically set with the Default Purchase UofM from the selected Purchased Item, however it can be changed if needed. This represents the Pack Size of the specific Vendor Item. Part of the value of Vendor Items is the ability to have multiple Purchase UofMs feeding in to the same Master Item. It is not unusual to have multiple Vendor Items for the same Purchased Item that have significantly different Purchase UofMs.

Vendor Item Number - this is the number the Vendor associates with this item. This can also be referred to as the Vendor Code. This number must match the Item Number that will be imported on AP Invoices.

Vendor Item Name - this is an optional field that allows you to enter the exact wording or name of the Item as it appears on the Vendor Invoice. Vendor Item Names are particularly useful when trying to determine which Vendor Item should be linked to which Purchased Item.

Split UofM - If this case can be broken into smaller units, the smaller unit is entered here. This is only needed if integrating with this Vendor.

Contract Price - Enter the contract price for the item here. Refer to the Contract Pricing Lesson for more information.

Split Contract Price - Enter the Split UofM contract price if needed. This field is rarely utilized.

Contract Expiration - Set the date when the Contract Price expires. Contract Price Verification will check against this date for contract price violations.

Acceptable Variance % - this field is used in conjunction with the Contract Price. R365 will flag prices that fall outside of this variance percentage of the Contract Price. This review can occur on AP Invoices and the Contract Violations Report. Refer to the Contract Pricing Lesson for more information.