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[Yahia Khaled Bsat]

We have a supermarket business where vendors can sell items of different categories. While the vendor is the same, the contact person (representative) at the vendor is different for each item category or a combination of more than one.

That is for example a certain vendor X sells both Food and Non Food items. Christina is the contact person for Food and Mike is the contact person for Non Food. When I do a requisition worksheet and generate a purchase order from it, I want to be able to say that all Food items assigned to Vendor X must be in one PO addressed to Christina and all Non Food items in the worksheet assigned to Vendor X must be in another PO addressed to Mike.

Is this possible in base NAV? I am trying not to split the vendor into more than vendor card as it will make payment much harder (they send one statement for all transactions independent of the contact person).
If not, what type of customization do you recommend that will have the least change?

We are also using LS Retail as a vertical if that helps. Usually the contact people are responsible for “Item Product Groups” using LS terminology.

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Yahia Bsat
Evanston, IL
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[Ian Ray]

To split purchase orders, I added a separate field for coding items in the development environment. The requisition worksheet is then filtered by code. The unfortunate side effect is the requisition worksheet must be run separately for each code.

Our situation has to do with item categories. We have a vendor that requires a separate purchase order for each category of item. That is, when we order category A-F item from this vendor, we are required to submit 6 purchase orders.

Another strategy may be to alter the report for printing purchase orders. I explored this route a bit, but it seemed more trouble than it was worth considering the volume of orders.

If anyone knows of a better solution, I would be quite interested.

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Ian Ray
Cypress Grove
Arcata CA
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[Bill Kilrain]

?Hi Yahia,

Any reason you could not set up one vendor for each buying contact but reference one bill-to vendor?  That way, the orders would go to the various contact people, but you would only cut one check for the bill-to vendor.

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Bill Kilrain
Director Planning and Budgeting
Sign-Zone Inc.
New Hope MN
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[Kim Dallefeld]

NAV has the feature to setup order addresses for a vendor (very similar to ship-to addresses for customers). Out of the box, you cannot assign both vendor and order address to your items. However, if you could and then pass the order address to the requisition worksheet and build POs with both vendor and order address, your issue would be solved.  This would be a nice feature for Microsoft to add….not a huge development task either!

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Kim Dallefeld
VP Professional Services
Syte Consulting Group
kdallefeld@sytecg.com

Past NAVUG Board Chairman
NAVUG Programming Committee
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[Yahia Khaled Bsat]

I think this can be an acceptable solution. My only concern at this point is that I will be dividing the Vendor a lot. If I want statistics about the original vendor like total purchases in the year (to calculate rebates and promotional spends…) will everything sum up under the “Pay-To-Vendor” account?
Also, will I be able to benefit from the invoice discount, payment terms, payment method… from the “Pay-To-Vendor” without setting those up again in the divisions vendor cards?

Is there any way to link the different vendor cards to say they all belong to the same Pay-To-vendor. Of course, the “Pay-To-Vendor” serves this purpose but my concern is I want to easily group those different vendor cards together. What I mean is if the main vendor code is “500” I want to be able to see that the divisions are “500A”, “500B”, “500C” instead of a continuation of the number series (501, 502, 503 if I am very lucky that I created all divisions in order and vendor won’t add more divisions later; otherwise I will get Vendor Numbers that are not in order).

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Yahia Bsat
Evanston IL
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[Bill Kilrain]

To your questions.

 

1. I don’t know what reporting solutions you are using, but the data would be available to analyze spend by purchase vendor as well as by billing vendor.  We don’t do a lot of that on the vendor side, but the functionality is the mirror image of what happens on the sales / customer side, and we do that type of analysis all the time.
2. The billing vendor drives terms and pricing.  It can get a little confusing because you can enter that information in the buy-from vendors, but NAV will always use the billing vendor to control terms and pricing.  Again, this is more commonly used for us on the customer side.  We have one customer that has thousands of locations, but is billed to a central location.  They also get special pricing.  That pricing only needs to be managed in the billing customer record.
3. The use of the billing vendor will serve a link.  You can control the way vendor ID’s are issued.  The system can generate them, or you can assign them manually.  If you choose to assign them manually, you can use the convention that you have outlined.

 

Hope that helps.  Good luck!

 

 

 

 

——Original Message——

I think this can be an acceptable solution. My only concern at this point is that I will be dividing the Vendor a lot. If I want statistics about the original vendor like total purchases in the year (to calculate rebates and promotional spends…) will everything sum up under the “Pay-To-Vendor” account?
Also, will I be able to benefit from the invoice discount, payment terms, payment method… from the “Pay-To-Vendor” without setting those up again in the divisions vendor cards?

Is there any way to link the different vendor cards to say they all belong to the same Pay-To-vendor. Of course, the “Pay-To-Vendor” serves this purpose but my concern is I want to easily group those different vendor cards together. What I mean is if the main vendor code is “500” I want to be able to see that the divisions are “500A”, “500B”, “500C” instead of a continuation of the number series (501, 502, 503 if I am very lucky that I created all divisions in order and vendor won’t add more divisions later; otherwise I will get Vendor Numbers that are not in order).

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Yahia Bsat
Evanston IL
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[Val Gameiro]

If you set up all  the Sub-vendor cards to point to the same parent, all the invoices will show up under the parent. On the Vendor Card, this field is called “Vendor No.” (it means the Buy-From Vendor No.).

In the Vendor Ledger Entry table you will have the “Vendor No.” and the “Buy-From Vendor No.” (the parent), so you can do analysis based on both the Sub-vendor and the parent Vendor.

Discounts work the same way, but you’ll probably only need to set it up on the parent vendor (what you’re calling the Pay-To Vendor).

As Bill said, you can name them whatever you want, but since they all have the same Vendor No. (parent vendor), you can filter on just that field to get all those sub-vendors.

If you need additional separation, you can use fields like Responsibility Center or Purchaser Code.

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Val Gameiro
Senior NAV Analyst
BPL Plasma Inc.
Austin, Texas
NAVUG Austin Chapter Leader
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[Eric Moe]

We have a similar issue where we have vendors with multiple locations, and different goods come from each location.

We created separate vendor cards, but have them all set to the same “Pay-to Vendor No.”  All of the ledger entries end up on the parent vendor, but we can assign unique lead times and minimums to each division.

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Eric Moe
Global Supply Chain Manager
Industrial Revolution
Tukwila WA
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[Val Gameiro]

There are so many codes on the Item Card. If you don’t use them all, you can repurpose one of them to have the contact name.

For example, we use Item Category Code, but do not use Product Group Code, or Service Item Group. One of those 2 could be used to store the contact name, and you could write some code to plop that into the Contact field of the PO, and split the creation of POs.

Alternately, and in a more standard way, you could create vendor card for each contact and tie each item to that vendor (i.e. the Vendor No. on the Item Card).

Just make sure all sub-vendors map to the same Vendor No. on the Invoicing tab of the Vendor Card.

That way, you have PO separated by item/vendor but it all gets billed to the same parent account.

Let me know if you have any questions 🙂

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Val Gameiro
Senior NAV Analyst
BPL Plasma Inc.
Austin, Texas
NAVUG Austin Chapter Leader
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[Naveen Jain]

Setup Separate Vendor card pointing to the same Pay-to Vendor should do the trick. Vendor Ledger Entries are created for the Pay-to Vendor, so all reports should still be OK. Also suggest vendor payments will still suggest one vedor (pay-to Vendor), but Req. worksheet will generate separate POs based on the “Buy-from Vendor”.

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Naveen Jain
Director of IT
Symbex Companies
Santa Fe Springs CA
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