Item Vendor Purchase Master Entry

This master maintains Item - Vendor Purchase Relationships. It allows to link multiple items and their rates and discounts offered by a vendor. Item's landed price is calculated using its basic price, applicable rate structure and discounts offered if any. If the selected Vendor deals in foreign currency, IMMS takes care of calculating the Item's Landed Price accordingly.

Once Item - Vendor relationship is defined, it may or may not need to be authorized.   Authorization of Item Vendor Purchase relationships is a flag driven option. Therefore its availability depends upon the setting of the 'Authorization Required' flag through Authorization of Transactions option in Administrator Tools Module. Read more...   If the flag is set as 'On', it becomes compulsory to authorize Item Vendor relationships after creating them through Item Vendor Purchase Master option. Only authorized Item Vendor relationships will be available while creating Purchase Orders.   If the flag is set as 'Off', it is not compulsory to authorize the Item Vendor relationships. They will be automatically available while creating Purchase Orders.

Click for Example

Now to start with the Work Order for the "Wheels and Tires", we need to first purchase the Child Items required to make it. The first step is to define required Child Items in Item Master Purchase Entry followed by defining the relationship between those Child Items and Vendor. The image below shows the relationship between the Vendor and Child Items required to make the Frame.

Screen Layout of Item Vendor Purchase Master Entry

Click for Practise Exercise

Similarly, you can continue with defining the relationship between another Vendor and "Pedals and Brakes" and child Items of rest of the Assembly items such as Handlebar, Frame, Suspension and Saddle.

Field Description of Item Vendor Purchase Master Entry

Click on button if you want to specify the Vendor first and then the Items related to that Vendor.

Click on button if you want to specify the Item first and then the Vendors related to that Item.

If Vendor wise option is chosen, following options will appear on the screen -

Vendor:

Specify the Vendor.

Click on the icon to access a list of Vendors defined through Vendor Master Entry option in Purchase Module. Select your desired Vendor from the list by scrolling down to it and click on the 'Continue' button.

 

You can not select a Vendor that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The help will also not display such Vendors.

Vendor Status Active

Automatically displays the current status of the selected Vendor. If the Vendor is Active, the checkbox will be displayed as ticked else it will be displayed empty.

If Item wise option is chosen, following options will appear on the screen -

Once you have selected a Vendor or Item, a grid will be displayed as follows -

Please note that in 'Add' mode,

• in case Vendors and Items have already been associated before, than this grid will be populated with respective Vendors or Items depending upon the option chosen by the you. But the existing details can not be changed. Further you can associate a new Item with the Vendor or new Vendor with an Item. To do so, click on the button in the grid. As a result a new row will be added in the grid.

• in case Vendors and Items have NOT been associated yet, this grid will be displayed as empty.

In case of 'Edit' mode, you can not add any associate Vendor or Item but you can only change the existing data. Following options are provided to help the user in editing the data -

Single Item

Select this option by clicking on it if you want to change any data in the grid. In this case you need to go to the respective row(s) in the grid and change the data of required field.

 

Change Rate  

Select this option by clicking on it if you want to change Rate in one or more rows of the grid in one go. To do so, click on the small white box to select or de-select a particular row.

New Basic Pur Price:

Click on the field and enter the New Basic Pur Price and press <TAB>. As a result, 'Basic Pur Price' of all selected rows in the grid will be changed with the new Rate.

 

Please note that the entered Rate can neither be zero nor less than or equal to the 'Discount Value'. In such a case, the system will display an appropriate message and stop the user from proceeding.

 

Please note that the 'Basic Pur Price' will be updated for the selected rows ONLY.

Change Discount

Select this option by clicking on it if you want to change Discount Type and Discount Value in one or more rows of the grid in one go. To do so, click on the small white box to select or de-select a particular row.

Disc Type:

Click on the field and select the new Discount Type from the given list and press <TAB>. As a result, 'Discount Type' of all the selected rows in the grid will be changed with the new Discount Type.

 

Disc Value:

Click on the field and enter the new Discount Value and press <TAB>. As a result, 'Discount Value' of all the selected rows in the grid will be changed with the new Discount Value.

Please note that the entered Discount Value can NOT be zero. In such a case, the system will display an appropriate message and stop the user from proceeding.

Please note that the changes will be updated for the selected rows ONLY.

Field Description of the grid -

Item Code / Vendor Code:

• In case of 'Item Code', specify the Item that has to be associated with the selected Vendor. Click on the icon to access a list of Items defined through Item Master Basic Detail - Entry option in Materials Module. Select your desired Item from the list by scrolling down to it and click on the 'Continue' button.

You can not select an Item that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The help will also not display such items.

 

Purchase UOM should already be specified for the selected Item through Item Master Purchase - Entry option. Otherwise Item-Vendor relationship can not be established for such an Item and an appropriate message will be displayed.

• In case of 'Vendor Code', specify the Vendor that has to be associated with the selected Item. Click on the icon to access a list of Vendors defined through Vendor Master Entry option. Select your desired Vendor from the list by scrolling down to it and click on the 'Continue' button.

   

  You can not select a Vendor that has been deactivated through Activate/De-Activate Master option in

  Administrator Tools Module. The help will also not display such Vendors.

Item Description / Vendor Name:

Description of the selected Item Code or Vendor Code will be displayed automatically.

Vendor's Item:

Enter the Vendor's Item Code for the selected Item.

 

PUOM:

Denotes the Unit of Measurement in which the Item will be purchased from the Vendor.

 

Click on the field to access a list of Purchase Unit of Measurement specified for the selected Item through Item Master Purchase Entry option. Select your desired Purchase UOM from the list by scrolling down to it and pressing <ENTER>.

 

Please note that only the 'Purchase' Unit of Measurement will be displayed.

 

PUOM Description:

Description of the selected Purchase Unit of Measurement will be displayed automatically.

 

Vendor Priority:

Denotes the Priority of the Vendor for the said Item.

 

Currency Code:

Denotes the Currency Code in which the selected Vendor deals in.

 

In 'Add' mode, the selected Vendor's Currency as specified through Vendor Master Entry option will be displayed by default.

 

But IMMS also provides the facility to maintain Item Vendor relationship in currencies other than this. Press <ENTER> on the field and delete the existing Currency Code. Now press <F5> key to access a list of Currencies defined through Currency Master option of Administrator Tools Module. Select your desired Currency from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Currency Code.

 

In case of 'Edit' and 'Search' modes, the Currency Code specified for the selected Vendor and Item combination will be displayed automatically. You can change it only by selecting Single Item option in 'Edit' mode.

 

Currency Desc:

Displays the Description of the Currency Code for your reference.

 

Basic Pur. Price:

(Type : Numeric, Length : 9.4)

Click on the field. Enter the Basic Purchase Price offered by the Vendor for the Item. Press <TAB>.

 

Discount Type:

Click on the field. Select the Type of Discount offered by the Vendor for the Item from the list. It can be 'None', 'Percentage' or 'Value'.

 

Discount Value:

In case of 'Percentage' and 'Value', this field will be enabled to enter the figure. In case of 'None', it will be disabled.

Landed Price (PUOM):

Item's Landed Price is calculated automatically using its Basic Price, applicable Rate Structure and Discount offered if any.

 

If the selected Vendor deals in foreign currency, IMMS takes care of calculating the Item's Landed Price accordingly.

 

Item's Landed Price is calculated as follows -

• In case of Domestic Currency, the entered Basic Price is considered as it is. But in case of Foreign Currency, the Basic Price is first converted in to Domestic Currency by using the latest buying rate of exchange entered through the Exchange Rate Master Entry option in Administrator Tools Module.
• The percentage / amount of Purchase Rates belonging to each Tax Rate applicable in the selected Rate Structure is added up. Only those tax rates are considered for which the purchase rate should be excluded.
• If the Tax Rates are of 'Percentage' type then the total percentage of the Basic Price is calculated and Item's Landed Price is calculated by adding that amount to the Basic Price. Otherwise if the Tax Rates are of 'Value' type then the Item's Landed Price is calculated by adding total amount to the Basic Price.
• Discounts offered if any are calculated and deducted from the Item's Landed Price.
• In case of Domestic Currency, the calculated Item's Landed Price is displayed as it is but in case of Foreign Currency, the calculated Item's Landed Price which is still in Domestic Currency will be converted back into Foreign Currency by using the latest Exchange Rate and displayed.

Rate Structure:

Click on the field to access a list of Rate Structures defined through Rate Structure Master - Entry. Select your desired Rate Structure from the list by scrolling down to it and pressing <ENTER>.

 

Once the Rate Structure is specified, another screen below displays all the information related to that Rate Structure for your reference. Read more...

 

Rate Structure Description:

Description of the selected Rate Structure Code will be displayed automatically for your reference.

 

Other Details:

Click on 'Add/Edit details' link in the field. As a result, following screen appear -

Reason:

Click on the field to access a list of Reason Codes defined through Codes Master Entry (Code Type = 'RC') option in Administrator Tools Module. Select your desired Reason from the list by scrolling down to it and pressing <ENTER>. Alternatively you can also enter the Reason.

 

Remark:

Enter any Remarks related to this entry.

 

Last Updated:

Automatically displays the last Date on which editions were done.

 

Once done, click on 'Ok' button to continue or 'Cancel' button to discard. The control goes back to the grid.

Delivery Days:

(Type : Numeric, Length : 3)

Click on the field. Enter the number of days required to deliver the Item by the Vendor.

 

Create User Code - Name:

Automatically displays the Code and Name of the logged in User who has created the Item Vendor Purchase relationship. You can NOT change it.

 

Last Update Date:

Automatically displays the last Date and Time on which changes were done.

 

Is Default:

Denotes whether or not the Vendor is a default for the said Item. There can be only one default Vendor for an Item.

 

In 'Add' mode, click on the field. A popup will be displayed as a result.

 

Select 'Yes' if the Vendor is a default Vendor for the Item. While creating a Purchase Order for this Item, the default Vendor will be displayed initially which if required can be changed by the user.

 

Select 'No' if the Vendor is not a default one for the Item.

 

Please note that in case the flag is being set as 'Yes' and some other Vendor is already set as default, IMMS will confirm whether you want to set the new Vendor as default or not. In case you choose 'Yes', IMMS will set the 'IsDefault' field as 'Yes' and will automatically change the previous default Vendor as 'No'.

 

In case of 'Edit' and 'Search' modes, you can change the value of this field. Click on the field and then click on the small arrow. Select 'Yes' or 'No' as per your requirement. Press <TAB>.

 

Please note that in case the flag is being changed from 'Yes' to 'No' and there is no other Vendor set as default, IMMS will not allow to change the flag and displays an appropriate message. In case the flag is being changed from 'No' to 'Yes', IMMS will first confirm whether the value has to be changed or not. Since there can be only one default Vendor, while changing the current status of field as 'Yes', IMMS will automatically change the value of default Vendor to 'No'.

 

Active:

Denotes whether the combination of Item, Vendor, PUOM, Currency Code and Rate Structure is active or not. If the box is displayed as checked, this particular combination will be available to enter in Purchase Order. In case it is inactive, the box will be displayed empty and as a result the combination will not be available to enter in Purchase Order.

 

In 'Add' mode, by default the box will be displayed as ticked.

 

In case of 'Edit' and 'Search' modes, the box will be displayed as checked as per the selected Item Vendor combination. You can change the status of this box by clicking on the box in 'Edit' mode. Please note that the status can be changed only if the combination of Item, Vendor, PUOM, Currency Code and Rate Structure is not a default one ('IsDefault' = 'N')

 

Minimum Order Quantity (PUOM):

(Type : Numeric, Length : user defined)

 

Please note that if the flag 'Do you want to use Master Control Form' is set as 'On' through Purchase Policy option of Administrator Tools Module, the user can NOT change the value of this field in 'Edit' mode. But it can be entered while adding a new entry in 'Add' mode.   If the flag is set as 'Off', the user can add or edit the value of this field.

 

Click on the field. Enter the Minimum Quantity that can be ordered for the selected Item from the selected Vendor. It can NOT be zero. Additionally, MOQ quantity should be entered in proportion to the EOQ. For example, if EOQ is 5, than MOQ cannot be < 5 and should be 5,10,15,20... Press <TAB>.

 

IMMS provides the facility to restrict the number of digits that can be entered after the decimal in this field for each Purchase Unit of Measurement. Therefore the number of digits that can be entered after decimal in this field will be same as the number entered in 'Digits After Decimal' for the current PUOM through Codes Master - Entry (Code Type = 'UM') option of Administrator Tools Module.

 

Maximum Order Quantity (PUOM):

(Type : Numeric, Length : user defined)

Press <ENTER> on the field. Enter the Maximum Quantity that can be ordered for the selected Item from the selected Vendor. It can NOT be zero and should be more than the Minimum Order Quantity. Press <ENTER>.

 

IMMS provides the facility to restrict the number of digits that can be entered after the decimal in this field for each Purchase Unit of Measurement. Therefore the number of digits that can be entered after decimal in this field will be same as the number entered in 'Digits After Decimal' for the current PUOM through Codes Master - Entry (Code Type = 'UM') option of Administrator Tools Module.

 

EOQ (PUOM):

(Type : Numeric, Length : user defined)

 

Please note that if the flag 'Do you want to use Master Control Form' is set as 'On' through Purchase Policy option of Administrator Tools Module, the user can NOT change the value of this field in 'Edit' mode. But it can be entered while adding a new entry in 'Add' mode.   If the flag is set as 'Off', the user can add or edit the value of this field.

 

Enter Economic Value that can be ordered for the selected Item from the selected Vendor. It should be less than or equal to the Minimum Order Quantity. Additionally, EOQ quantity should be entered in proportion to the Minimum Order Quantity.

There are certain items which are available as per their standard minimum measurements only. Such items have to be purchased in the multiples of the value specified in Economic Order. For example if a rod is available in standard measurement of 6 meters and the requirement is of 10 meters, then the rod has to be procured in the multiples of 6, i.e., 12 meters.

IMMS provides the facility to restrict the number of digits that can be entered after the decimal in this field for each Purchase Unit of Measurement. Therefore the number of digits that can be entered after decimal in this field will be same as the number entered in 'Digits After Decimal' for the current PUOM through Codes Master - Entry (Code Type = 'UM') option of Administrator Tools Module.

Exchange Rate:

Automatically displays the latest Exchange Rate of the Currency specified through the Exchange Rate Master Entry option in Administrator Tools Module.

HSN Number:

(Type : Numeric, Length : 2/4/8)

Denotes the Harmonized System Nomenclature for the Item Vendor Purchase relationship.

In 'Add' mode, click on the field. Now enter the HSN Number. It should be either 2 or 4 or 8 character long. Press <TAB>.

In case of 'Edit' and 'Search' modes, HSN Number of the selected Item Vendor combination will be displayed automatically. You can change it in 'Edit' mode.

Rate Structure Details

A list of all Rate Codes specified for the selected Rate Structure will be displayed in a grid as follows -

Please note that if your company has opted to calculate Landed Cost with Non Postable Taxes only, this grid will display only Non-Postable taxes of the selected Rate Structure. Otherwise both Postable and Non-Postable taxes will be considered.

 

Field Description of the grid -

Index:

System generated sequence number.

 

Rate Code:

Automatically displays the Rate Code that belongs to the selected Rate Structure. It can not be changed.

 

Rate Description:

Automatically displays the description of the Rate Code. It can not be changed.

 

I/E:

Automatically displays whether the Rate Code is Included or Excluded as specified through Tax Rate Master - Entry option for your reference. It can NOT be changed.

 

P/V:

Automatically displays whether the value of the selected Rate Code is in Value or Percentage as specified through Tax Rate Master - Entry option for your reference. It can NOT be changed.

 

Applicable On:

Automatically displays the Rate Codes on which this particular Rate Code is applicable. It can NOT be changed.

 

Tax Value:

Automatically displays the Value of the Rate Code as specified through Tax Rate Master - Entry option for your reference. It can NOT be changed.

 

Post/Non post:

Automatically displays whether the selected Rate Code is Postable or Non Postable in Purchase as specified through Tax Rate Master - Entry option for your reference. If it is Postable, the box will be displayed as checked otherwise it will be displayed empty. It can NOT be changed.

 

Rate Amount:

In case of 'Percentage', the Rate Amount field in the grid is calculated automatically as % (entered in Tax Value field) of 'Basic Pur Price'. In case of 'Value', the entered amount of tax is displayed as it is.

 

Please note that if the 'Basic Pur Price' is entered in Foreign Currency and the Rate Code is also in Foreign Currency, the 'Basic Pur Price' will be considered as it is. But if the 'Basic Pur Price' is entered in Foreign Currency and Rate Code is in Domestic Currency, 'Basic Pur Price' is first converted into Domestic Currency by using the latest Exchange Rate.

 

Total Amount:

Automatically calculates and displays the Total Tax Amount as 'Basic Pur Price' + 'Rate Amount'. It can not be changed.

 

Currency Code:

Automatically displays the Currency of the Current Rate Code. It can not be changed.

Once you have entered all the information, click on 'Save' button to save or 'Cancel' button to discard. The control will go back to the main screen.