Task 18 - Supplier Master

This is where the supplier information is kept for each item. If an item is purchased from four different suppliers, then there will be four different records in this file for that item.

When inventory items are posted from Add New Items (Task 1) Post Items to I/C Files (Sub-task 5), the posting operation will post one supplier to this file.

If additional/new supplier records are needed, then add them through Add New Item Suppliers (Task 2). In task 2 new suppliers can be added, an edit list printed, corrections made if necessary, and then Posted. They will post to this file.

An item may be added to a purchase order from a vendor that isn't set up as a supplier. The system will prompt some important questions and then the supplier record will be added automatically to this file.

The number in the parentheses after the field name is the number of characters the field can accommodate.

01. Item # : (18) This number must also be in the item master file.

02. Vendor # : (18) The A/P vendor #. Press the TAB key to search by vendor name.

03. Vendor rank : (2) If this item is purchased from more than one vendor, then assign a rank indicating whether this vendor is the first, second, third, (etc.) preference.

Note: When a new vendor/supplier is added, it automatically has the vendor rank of 1. To change the vendor/supplier rank, go into the inventory control module 5, Task 18 Supplier Master, Sub-task 2 Change existing supplier record. Bring up the item # and vendor/supplier #. Change field 3 Vendor rank: _. To make sure a supplier is always selected, change their rank to zero. To make sure a supplier is always at the end, change the vendor rank to 99.

04. Ven Stock # : (18) This vendor's stock # for this item.

In the P/O module, if a period is typed in followed by the supplier's stock #, the system will translate it to your item #.
The printout of the P/O prints the supplier's stock # and the description of the item #. The "Receiver Work Sheet" prints your item #.

05. Vendor class: (2) Inventory classification codes. Make a selection from the application table on the screen.

06. Vendor ABC: (2) Make a selection from the application table on the screen.

07. Lead time : (6) The number of days it takes to get this item from this vendor.

08. Min qty : (5) Minimum quantity this vendor will ship.

This should be in "Sell by" units.
This information will appear on the bottom of the screen when entering this item onto a P/O.

09. Purchase agt: (4) Use TAB key for name search. Set ONLY if different from vendor master.

10. Stock weight: (10) Weight per item, based on "Stock" units. There is one decimal place. (For 12.5, enter "125".

The weight can be printed on the P/O.
This also allows automatic calculation of the total weight for the P/O.

11. Last cost : (10) When the vendor invoice feature is used in the P/O module, it will post the cost of this item to this file.

12. On order : (7) When a P/O is issued, it adds the quantity ordered to this field.

If a P/O is "Forced Closed", the quantity on the P/O will be subtracted from this field.
When a receiver is "Committed", that action will subtract the quantity received from this field.
If this item is on a P/O, the quantity on order will appear on the screen. This way you will know if someone else has ordered the item and you do not need to order it.
It also uses this field when calculating the purchase advice in the P/O module, Purchase order for restocking (Task 8).

13. Ordered YTD : (7) This is a running total of the quantity ordered.

This field must be cleared at the end of the fiscal year, in System Management Functions (Task 32), Clear Supplier YTD Fields (Sub-task 2).
When a P/O is "Issued", it updates this field.
When a P/O is "Forced Closed", that action subtracts the quantity on the P/O from this field.

14. Cost YTD : (10) This is a running total of the dollar amount, for this item, bought from this vendor, for the year.

When the vendor invoice feature is used in the P/O module, it will update this file.
When a vendor credit memo is entered in P/O, that will update this field.
This field should be cleared at the end of the fiscal year. This is cleared in System Management Functions (Task 32), Clear Supplier YTD Fields (Sub-task 2).

15. Last ordered: (6) This is the date when a P/O was last issued with this item on it.

16. Disc table : (3) Under development--not currently used.

17. Buy by : (2) The unit of measure by which the vendor expects this item to be bought. When the cursor comes to this field, the units table will appear on the right side of the screen. Select a unit from the table, and enter the corresponding number.

18. Buy Factor : (8) This is the number of "Stock By" units in a "Buy by" unit. Decimals are allowed.

There can be three different units for an item: the "Sell by", "Stock by", and "Buy by".
See the document Sell-by, Stock-by and Buy-by.
An item can be sold by the "each", stocked by the "pair" and bought by the "case".
- The "Master units" for a pair is 2.
- If there are 10 pairs in a case, the "Buy factor" is 10.
- An item can be bought by the "Sell by" unit, the "Stock by" unit, or the "Buy by" unit.
In a P/O, when the cursor is at quantity, press the TAB key, and the units will toggle among the three types.
- The type of units shows at the bottom of the screen, and there is an asterisk next to the unit that is being bought.

19. Quoted by : (2) The units table will appear on the screen. Select one of the units from the table. The quoted price may be for a special quantity (such as: 1000).

20. Quoted Price: (8) This is a special price quoted by the vendor. The item may stocked by the each, and the cost is $.10 a piece, but the supplier may have quoted a special price of $85.00 per thousand.

In the I/C - System Management Functions (Task 32), Modify Parameter Files (Sub-task 22), I/C General (Option 1), if the parameter USE'QUOTE is set =Y, then the quoted supplier prices will be used when creating a P/O.
If USE'QUOTE=N, then the quoted supplier prices will not be used.
The quoted prices need to be manually updated.

21. Quote Factor: (9) This is the # of "Quote by" units in a "Stock by" unit. The item may be stocked by the each. The quoted price may be for 1000. The quoted factor in this case would be .001. (There is .001 in an each.)