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CMS Vendor and Price Management

Benefits

This module provides a central database to establish vendor records and vendor-specific pricing in support of Purchasing and Receiving, G/L, and A/P functions.

Once defined, CMS will automatically maintain certain information about that vendor, including: total value of open orders, aging, and vendor performance information.

This module is the basis for information used by those making purchasing source decisions in the CMS Purchasing and Receiving Module.

Features

The Vendor & Pricing Management module allows you to create and manage vendor master file records and specific pricing rules. Other CMS modules access this module in order to extract information about a particular vendor, or to validate that a vendor is actually recorded in the file and vendor price catalog. User-defined fields are provided along with text management to allow free text for memos or comments to be recorded.

When the decision is made to purchase a given part or raw material, the price catalog is automatically invoked to allow the buyer to choose the vendor, the unit of measure, and at what price the material is to be purchased. If the vendor is already chosen, the catalog is displayed showing the unit of measure and prices from that vendor. This information automatically defaults to the purchase directive and/or the purchase order. The buyer retains full control; they can override any of the data at any time.

Some examples of information the Vendor and Vendor Price Management module allows you to define are:

• Vendor master file records
• Entry and management of the Vendor Price Catalog
• Vendor's part number, unit of sale, and unit price

Vendor and Price Management Functions

Vendor Price Catalog The Vendor Price Catalog is used to support the purchasing process. Records are entered in the catalog which reflect all of the sources of each item that you purchase. Each catalog record contains the vendor's part number, the unit of measure in which the vendor sells, the conversion factor to indicate how many of your internal units of measure are contained in one of the vendor units, the advertised and expected lead-times, and the price per one vendor unit. Through the use of the catalog, multiple units of measure and prices can be recorded for each vendor for each part you buy from that vendor.

Records 'By Vendor' or 'By Part' When entering records into the Vendor Price Catalog, you have the choice to input them either 'by vendor' or 'by part'. Once on file, the records can be displayed 'by part' to choose from all the vendors which may supply that part, or, once a vendor is chosen, displayed 'by vendor' to examine the different units of measure and prices for that vendor.

Data Defaults If the Vendor Price Catalog contains only one record as a source for the particular product, that information displays on the screen for review and edit. If several records exist, the catalog is displayed from which you can select the desired source.

Price Changes Besides the current price for a particular unit of measure, the Vendor Price Catalog can optionally record a future price change, if known about in advance. The effectivity date for the price change is considered automatically when the price information is provided to the purchasing functions.

'Authorized' Sources The Vendor Price Catalog can be of use even if current vendor prices are not known. By entering a record for each vendor that supplies a given purchased item, the list of all vendors can be narrowed down to reflect the possible or authorized sources for that particular product, regardless of price.

Relationship of Primary Vendor

• Primary Vendor - Vendor Price Catalog selections from the 'primary' vendor, as identified in the master file record for each part, are shown highlighted on the screen when the price catalog selections are displayed. The 'primary' vendor is not automatically chosen by the system.
• 'Buy-Froms' - Each buy-from record describes a different address for the vendor, such as an individual vendor warehouse. By mentioning a buy-from on a particular purchasing transaction, the address and various master information will default to the transaction document from the 'buy-from' rather than the 'primary' vendor. Any data not found specific to the 'buy-from' will default from the vendor master record.
• Planned Lead-time vs. Price Catalog Lead-Time - The CMS planning process uses the lead-time indicated in the master file record for each part. This lead-time is intended to be set to reflect the 'best guess' or conservative average of the lead-times offered by various vendors for the part.

Major On-Line Functions

• Vendor master file
• Vendor 'buy-from' addresses
• Vendor type codes
• Vendor's balance
• Vendor prices
• Generic Cross-Reference
• Purchase contracts
• 1099 category codes

Major Reports

• Vendor listing
• Mailing labels
• Vendor performance
• Vendor price catalog
• Vendor aging
• Vendor backlog

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