Program Description
Vendor Item File Maintenance can be found on the Accounts Payable File Maintenance menu (AP-3-11). This program translates the item numbers used in the system to what the vendor can use. This allows for the creation of purchase orders using numbers for items. It also allows the user to order items from different vendors with different pack multiples and units of measures. This defaults to different General Ledger accounts for different vendors for the same item.
Rev 14 Changes
An enhancement has been made so that the Vendor Item Number will add to the Item Association Index. This means that anywhere that the Item Association Number can be entered to access an item number, the Vendor Item Number can also be entered. If the Vendor Item Number is the same as the Item Number, or if it is equal to any valid Item Number in the Item File, the Item Association will not be entered. When an operator changes a Vendor Item record and changes the Vendor Item Number field, the old Vendor Item Number will be deleted from the Item Association Index if it is pointing to the correct Item Number and the new Vendor Item Number will be added. If the operator deletes a Vendor Item record, the Vendor Item Number will be deleted from the Item Association Index as long as it is pointing to the correct Item Number.
When Vendor Item File Maintenance is accessed via Item File Maintenance after adding an item and if the Vendor Number in the Item File is not 0, the program will automatically assume that the operator would like to add a record for the item using the Vendor Number from the Item File. This will be set to be Primary Vendor automatically. During this add, the Pack Multiple will default from the Vendor Pack Multiple field in the Item File. The Unit Of Measure will default from the Vendor Unit Of Measure field in the Item File. Also, the Last Cost will default from the Last Cost field in the Item File divided by the Item’s Pack Multiple times the Vendor Pack Multiple in the Item File. This cost will be the cost for the Vendor’s Unit Of Measure.
Screen when adding the Primary Vendor in Vendor Item Record via Item File Maintenance:
While the operator is in Vendor Item File Maintenance after an add of an item in Item File Maintenance, the Item Number will default to the Item Number that was just added by the operator. This will occur no matter if the operator tries to add, change or delete a Vendor Item Record. The operator can override the Item Number to a different Item Number.
When Vendor Item File Maintenance is accessed from the Accounts Payable File Maintenance menu instead of through Item File Maintenance, a few fields will now default when adding a Vendor Item Record. The Vendor Unit Of Measure and Vendor Pack Multiple will default to the Vendor Unit Of Measure and Vendor Pack Multiple from the Item File for the Item being accessed. Also, the Last Cost will default from the Last Cost field in the Item File divided by the Item’s Pack Multiple times the Vendor Pack Multiple in the Item File. This cost will be the cost for the Vendor’s Unit Of Measure.
Rev 13 Changes
Corrections were made to this program to resolve the situation of getting no more data records (stop at line 325).
A correction was also made to allow the user to return to a previous field by typing Shift-6 (^).
Also, a change was made so that zero can be entered as the General Ledger Account number. Prior to Revision 13, when a zero was entered in Purchase Order, the program automatically defaulted to the Product Class Association file to read the GL account number, rather than read the account number from the Vendor Item File. This has been corrected.
The field Cost Discount % has been added. This discount will also be used on Purchase Orders. See also the Purchase Order File Maintenance Program.