The Vendor Information section contains functionality for adding and editing Vendor Information. This allows you to list each vendor from which an item is purchased along with the vendor’s item code, unit of measure, SKU and a detailed description. In the event substitute items are purchased from the same vendor, multiple entries can be made for the same vendor. For example, if you buy three different brands of ketchup, you would list all three here even though there would only be one ketchup item in the database. Clicking the radio button to the left of a vendor entry to select it and then clicking Edit will activate the Item Code Properties window, which allows information about the vendor to be changed. If it is necessary to add an additional item code / pack size for a vendor or the item is purchased from multiple vendors, the vendor details can be assigned by clicking the Add button. This activates the Item Code Properties window where the necessary information can be entered. A vendor and item code are required pieces of information in order to activate the OK button. Click the OK button to save changes.
Vendor: Click the drop down list to select a vendor from which the item is purchased. The list will display Vendors that have been assigned to the Profit Center(s) you have access to.
Item Code: Enter the vendor's item code they assign to uniquely identify the item. Only one item code/pack size combination can exist for a vendor.
Split Case indicator box: Place a check mark in this box if the item code for a split case unit (or broken case pack size) is the same as the case unit. A split case symbol (/) will appear next to the item code on purchase related forms such as Purchase Orders and Invoices.
Default for Vendor-Unit: If there are two different item codes for the same vendor for an item place a check mark in this box to designate this item code / unit combination to be the default. By choosing a default you enable vendor substitutions by allowing the same unit of measure to be represented by multiple item codes for the item.
Receiving Unit: The unit of measure which will appear on forms representing items received such as Receivers and Invoices.
Ordering Unit: The unit of measure which will appear on order-related forms such as Purchase Orders or Sales Orders.
Bidding Unit: The unit of measure which will appear on a bid sheet either created manually or imported via a vendor interface. This is the unit / pack size which the vendor would use for the items when providing a current price list or order guide.
EFR/UPC: You can optionally enter the vendor's barcode reference for the item. EFR (Efficient Foodservice Response) or UPC (Universal Product Code) are the numerical barcode formats most used by the food service industry.
Note: This is NOT the barcode entered into the Barcode section of Item Editor which associates a specific barcode to enable the functionality to be scanned by a barcode scanner. The EFR/UPC code entered into this field is for references purposes only.
Vendor's Description: You can optionally enter the vendor's description of the item on an invoice for easier invoice reconciliation and receiving check in audit purposes. It is how the vendor specifically refers to the item. In one example, Whole Dill Pickles are referred to by one vendor as Kshr,Dill,Whl and by another as PKL,WholeDill. Additionally, these designations appear on printed documents intended for use by the vendor such as purchase orders and bid request forms so that vendors can recognize their own product names or codes for items that may go by different names in your operation.
To remove an assigned vendor, select the vendor entry by clicking the radio button next to a vendor, then click Remove. The vendor name will be deleted from the list of the item vendors. Click OK to save changes.
Manufacturer Information
A manufacturer, part of the Enterprise Procurement and Vendor Bidding Module, is defined as an entity that produces, packages and brands purchased items. This includes companies like Coca-Cola, Tyson, Hormel, etc.
Manufacturers can be associated with a specific vendor item in the Item Editor. This association to the vendor/item code is necessary to track purchasing activity for items with specific brands or labels.
Complete the following steps to associate a manufacturer to a vendor item in the Item Editor:
1. Select the vendor from the list on the Vendor section of the Item Editor. Click Edit.
2. The lower section of the vendor item code window allows for the selection a manufacturer which corresponds to the purchase vendor item code. A unit and a UPC number must be entered for the Manufacturer before it can be saved. A description can also be associated with the item for tracking purposes.
3. A manufacturer may be unassigned from a vendor item by deselecting the manufacturer name and setting it back to the "select" option. Manufacturers removed from the database become unassigned from all items associated with it.
Manufacturer information is displayed on the Bid Sheet, Purchase Order, Receiver and Invoice Entry Forms and associated reports.
Automatic Updates
An item's vendor information is automatically updated when a new item code or manufacturer are present on a bid sheet at the time it is completed.
A system message is created with the event of an automatic update. The message available on the Alerts list details the changes made in vendor information.
Contract Item
FOOD-TRAK systems with the Enterprise Procurement module allocated may flag a vendor item code as a Contract Item.
Companies who partner with group purchasing organizations or other third party procurement alliances aim to purchase a subset and/or percentage of their items from a particular purveyor at an agreed upon price. These items’ purchases are then tracked whether they were bought from a qualifying vendor/item code combination designated as contract item purchases and compared to the total purchases for the item yielding a percentage of contract item compliance.
The Contract Item Compliance Report enables the user to select a Date Range (for invoices), Profit Centers, Vendors and Report Groups displaying items that have been flagged as contract items. Detail and Summary views are available showing dollar totals for contract item purchases, invoice item detail, Compliant and Non-Compliant purchase totals and a compliance percentage.