Link Existing Product to Vendor

• While adding Purchase Order Items to a 'New' Purchase Order, if a Product is not available for selection, there are two options:

  • An Existing Product can be linked to the Purchase Order Vendor; OR,

    • The 'Add / Link Product to Vendor' dialog is a reduced version of the 'Product Info' screen, and will capture the minimum amount of information needed to link an Existing Product and the Purchase Order Vendor.

  • A New Product can be created 'on-the-fly'.

    • Refer to Create Products On-The-Fly.

To link an Existing Product to the Purchase Order Vendor:

1. Navigate to the ‘Purchase Order Details’ screen.

   Open

   

2. Click the '+' (Plus) button next to the 'Product' field.

   1. The 'Add / Link Product to Vendor' dialog will open.

3. On the 'Add / Link Product to Vendor' dialog:

   Open

   

   'Purchase Order Details' screen → 'Add / Link Product to Vendor' dialog → 'Link Existing Product to Vendor' option

    

   1. Select the 'Link Existing Product to Vendor' radio button.

   2. In the 'Product #' drop-down, select the Product Line to which the new Product belongs.

   3. Select the 'Product'.

      1. Enter the 'Line' and 'Seq'; OR,

      2. Enter the 'Line' and/or 'Seq' to filter the 'Description' drop-down list.

      3. Enter the Product Name, Alternate ID, or Synonym, in the 'Description' drop-down list.

   4. Configure the 'Vendor Product Info'.

      1. Default Vendor:

         1. Each Product can have a 'Default Vendor' that will be used for functionality such as on the 'Product Reorder' screen. 

         2. If the 'Default Vendor' checkbox is not selected, the Existing Default Vendor will be displayed. 

         3. If the 'Default Vendor' checkbox is selected, the Purchase Order Vendor will become the New Default Vendor. 

      2. Vendor:

         1. The Vendor's Name will be prepopulated with the Purchase Order Vendor.

         2. Since the Product must belong to the Purchase Order Vendor, this field is non-editable.

      3. Contract:

         1. The Vendor's Contract will be prepopulated with the Purchase Order Contract. 

         2. Since the Product must belong to the Purchase Order Contract, this field is non-editable.

      4. Vendor Product:

         1. The Vendor's Product Name is the name by which the Product is known by the Vendor.

            1. Select the 'Create Alternate Version Product' option to create a new Vendor Product Offering (This will clear the Vendor's Product Info fields, and provide the ability to enter new values for the new offering.); OR,

            2. Select an Existing Vendor Product Offering from the drop-down list. (This will populate the Vendor Product Info fields with the Existing Vendor Product Offering values.) 

      5. Vendor #

         1. The Vendor's Product Code - The Vendor's Product Code is the catalog code by which the Product is known by the Vendor.

         2. This code will be used to identify the Product on the 'Purchase Order' report.

      6. Manufacturer:

         1. The name of the Product Manufacturer.

         2. This may be different for each Vendor Product Offering.

      7. NDC:

         1. The National Drug Code (NDC) that has been assigned to this Product.

         2. Since the NDC includes packaging, each Product Offering from a Vendor, could contain a different NDC.

      8. Comments:

         1. Notes that are unique to the Vendor Product.

   5. Configure the 'Cost', 'Units', and 'Ratios' for the Vendor Product.

      1. Cost:

         1. The cost (or the Vendor's Price) of the Vendor Product Offering - per Sales Unit, Stock Unit, and Order Unit.

         2. The S:St and St:O ratios are used to convert the Cost per one unit, to the other two units.

      2. Units:

         1. The Stock Unit of Measure, and Order Unit of Measure, used for the Vendor Product Offering.

         2. The Units of Measure are configured via the 'Unit Setup' screen.

         3. Refer to Configure Units of Measure.

      3. Ratios:

         1. The S:St and St:O ratios represent the number of Sales Units per Stock Unit, and Stock Units per Order Unit, respectively.

         2. These ratios are used to convert the Unit Cost, Unit Price, and Quantity, between the Sales Unit, Stock Unit, and Order Unit.

4. Click the ‘Save’ button to create the link, close the dialog, and return to the 'Purchase Order Details' screen; OR,

5. Click the ‘Cancel’ button to return to the 'Purchase Order Details' screen without creating the link.