43.8 Vendor Prices Data Entry Form

This data entry form is used to enter the vendors' price books. Each price offered by a vendor is entered, along with the requirements that have to be met in order to take advantage of the price (i.e. minimum order, package size).

This information is used with the Make Purchase Order process to get the best price and best discount price for products to be reordered. The purchase order entry screens also search this file to find the default price for a detail line item. A picture of the Vendor Price screen is shown below.

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This screen is displayed when the Vendor Prices data entry form is first selected from the Select, Purchase Order menu. This screen remains displayed until the data entry session is ended. A description of the fields on this screen follows.

Vendor

required, validated

The vendor code entered here must be in the vendor master file. You may examine the vendor master file through the validation screen associated with this field.

Input to this field is required.

Name

display

When a valid vendor code is entered into the Vendor field, the full name of the vendor as entered in the vendor master file is displayed in this field.

The vendor's name cannot be changed from this screen.

Product

required, validated

The product code entered here must be in the inventory product master file. You may examine the inventory product master file through the validation screen associated with this field.

Input to this field is required.

Description

display

This is the description of the product entered in the Product field. It is copied from the inventory product master file and cannot be changed from this screen.

Vendor's Spec.

required

Enter the vendor's code for the product. This code appears on the printed purchase order form sent to the vendor.

Input to this field is required.

Price

required

Enter the price per vendor unit for the product. This unit price appears on the printed purchase order form sent to the vendor.

Input to this field is required.

Minimum Quantity

required

Enter the lower quantity limit for the price entered in the Price field. This field is used in the automated restocking process to determine the best price for a product. It is also used with the purchase order detail screen for the same purpose.

Input to this field is required.

Order Size

required

The order size is the number of vendor units per package or lot. For example, if there are 5 vendor units per package, you must buy quantities in multiples of 5 to qualify for the price in the Price field. This field is used in the automated restocking process to help determine the best price for a product. It is also used with the purchase order detail screen for the same purpose.

Input to this field is required.

U/M

required

Enter the unit of measure here. The unit of measure is the relationship between product units (units as they are stored in inventory) and vendor units (units as sold by the vendor).

U/M = product units vendor units

If one vendor unit is stored in inventory as one product unit, U/M equals 1. If one vendor unit is stored in stored in inventory as two product units, U/M equals 2. If two vendor units make up one inventory unit, U/M equals 0.5.

U/M is very important as it is used throughout the purchase order module to convert product units to vendor units and vice versa.

Input to this field is required and must be a value greater than zero.

Lead Time in Days

optional

Enter the lead time in days. This should be the number of days required to receive an order for this product. When calculating the lead time, estimate the number of days between the creation, the purchase order, and the actual receipt of the product. This time is used with the automated restocking process to calculate the required date for the purchase order.

Input to this field is optional.

Vendor Address

optional, validated

If a purchase order for this product should be sent to an address other than the address in the vendor master file, enter the code for the alternate address here. This code must have been previously entered in the Alternate Vendor Address form. You may examine the alternate vendor address file through the validation screen associated with this field.

If the purchase order for this product should be sent to the vendor address entered in the vendor master file, type same and press RETURN. Alternately, leave the field blank and press the RETURN key, and the value same is displayed in the field. After a code is entered into this field the address associated with the code is displayed.

Input to this field is optional.