Adding Parts to the PriceBook by Import and Associating Vendor Part Information

Transcription

1 Adding Parts to the PriceBook by Import and Associating Vendor Part Information

2 Table of Contents Importing Parts into the PriceBook... 3 What Are Vendor Part Items?... 3 Manually Adding Vendor Information to a Part...3 Creating a Vendor Part List...5 Creating the Import File... 5 Creating a List that Updates Existing Vendor Part Information... 5 Creating a List that Adds New Vendor Part Information to Existing PriceBook Items... 6 To Create New PriceBook Items with or Without Vendor Part Information... 7 To Import PriceBook Part Items...9 Reviewing Results and Fixing Failures SuccessWare, Inc. 2

3 IMPORTING PARTS INTO THE PRICEBOOK SuccessWare 21 allows you to import a list of parts directly into the PriceBook. This process can be used to add new parts, update existing parts and associate vendor information with parts. In order to import the parts, they must be organized in a spreadsheet with the columns identified in this document and then the spreadsheet must be saved as a Tab Delimited text file before it can be imported. WHAT ARE VENDOR PART ITEMS? Parts in the SuccessWare 21 PriceBook allow you to record specific vendor information related to the part. This vendor information includes the vendor s number for the part and the vendor s price for the part. You can add multiple vendors for a part and identify primary and secondary vendors for the item. This information can then be used during the purchasing process. For example, when items that contain vendor part information are included on a Purchase Order, the PO will include the vendor s number for the part and list it at the price you have identified for the part when purchased from that vendor. Additionally, when using the Purchasing Wizard, the process will be further automated by the fact that a primary vendor will already be identified for the parts. A single item in the PriceBook may have more than one vendor's information related to it. For example, if you purchase a part from multiple vendors, you can attach the vendor part information for each of the vendors to the single PriceBook item. Vendor Part information can be manually added to parts through the PriceBook, however SuccessWare 21 also allow you to import vendor part information. Manually Adding Vendor Information to a Part You can manually add Vendor Part information to a part through the PriceBook To do so: 1. Open the PriceBook and navigate to the part to which you want to add Vendor information 2. Open the Part 3. Right Click in the background of the part and select Vendors for Item SuccessWare, Inc. 3

4 4. Press Insert to add a new row. 5. Place an X in the PRIMARY field if this is the main supplier for the part 6. Chose the Vendor from the VENDORNO dropdown. 7. Tab to the VENDORITEMNO field and enter the number the Vendor uses to refer to the part 8. Tab to the LISTPRICE and enter the vendor s price for the part. 9. Tab to the OURCOST field and enter a different amount if you get special pricing for this part from the supplier. This will be used on Purchase Orders and Vendor Invoices when you acquire the part from this vendor. 10. The LASTCOST field will automatically display the last price you paid for this part from this vendor on a posted vendor invoice. 11. Press Enter to save the line 12. Press Insert to add additional vendor part information if necessary. SuccessWare, Inc. 4

5 Creating a Vendor Part List Instead of adding the vendor information to parts one at a time you can create a list containing the information and import it. You can use the Vendor Part List import to: Update the Price and List Price detail for PriceBook items that already have Vendor Part information Create New Vendor Part information for existing PriceBook items Create new PriceBook items with (or without) vendor part information Update existing PriceBook part information such as the description, UPC code and Manufacturer The process of using the vendor part list import in SuccessWare 21 involves 1. Creating and saving a text file in a tab-delimited format that contains the required part information. If you have built the part list in Excel, simply perform a Save As and select Text (Tab Delimited) in the SAVE AS TYPE drop down. 2. Importing the file through the VENDOR PART screen of the PURCHASING MANAGER. Creating the Import File The file that you create must contain specific columns of information. The columns that are required to be in place for the import will depend upon which elements of the import options you wish to employ. The options listed can be used in combination through a single import file. Note: In order for the import to complete successfully, the column header names must match exactly as they are detailed below. In the example column lists below, required fields are listed in bold. Creating a List that Updates Existing Vendor Part Information In order to update existing Vendor part information, the following fields must be present in the import file. If the VENDORITEMNO is found for the VENDORNO, the PRICE (and LISTPRICE if included) will be updated for the vendor part item. If it is not found the import will fail for that line. Column Name VendorNo VendorItemNo Price ListPrice Description Corresponds to and must match an existing SuccessWare 21 vendor number The item number that the vendor uses for the item. This is the price you are charged for the part by the vendor. List price for the item (Optional Column) SuccessWare, Inc. 5

6 Example File VendorNo VendorItemNo Price ListPrice E E Creating a List that Adds New Vendor Part Information to Existing PriceBook Items To add new vendor part items, the specific part item must already exist in the PriceBook. If the VendorItemNo is found for the VendorNo, the Price (and ListPrice if included) will be updated for the vendor part item. If the VendorItemNo for the VendorNo is not found, the utility will add the vendor part information to the ItemNo listed. Column Name VendorNo VendorItemNo Description Corresponds to and must match an existing SuccessWare 21 vendor number The item number that the vendor uses for the item. Price ListPrice ItemNo This is the price you are charged for the part by the vendor. List price for the item (Optional Column) Corresponds to and must match an existing Part Item Number in the PriceBook. Example File VendorNo VendorItemNo Price ListPrice ItemNo TS9B TS4W E RSPT E PG980 SuccessWare, Inc. 6

7 In this example if the first listed item "TS9B" already had vendor part information, that information would be updated with a new Price and ListPrice. If the remaining items, had no existing vendor part information existing they would have the VendorNo, VendorItemNo, Price and ListPrice added to them. To Create New PriceBook Items with or Without Vendor Part Information When using the Import to add new part items, the import will look for rows with an X in the Add Column. If found, SuccessWare 21 will attempt to add these items as PriceBook part items, using the specified ItemNo and Description. If the import includes VendorItemNo, VendorNo, Price (and optionally ListPrice) the utility will add the vendor part information to the ItemNo listed. Column Name VendorNo VendorItemNo Price ListPrice ItemNo Add Description Category Description Corresponds to and must match an existing SuccessWare 21 vendor number The item number that the vendor uses for the item. This is the price you are charged for the part by the vendor. When adding a part, this will become the Standard Cost of the Item. List price for the item (Optional Column) Corresponds to and must match an existing Part Item Number in the PriceBook. If the Item is being added to the PriceBook, the ItemNo must be unique to ALL items in the PriceBook (Parts, Labor, Misc, Tasks, Overhead) This column serves as a flag to either add or update a part item. If this column contains an "x", "yes" or "true", then SuccessWare 21 will create an item in the PriceBook for this line using the ItemNo and Description as well as any other values associated with the part. If the ItemNo is already in use, the item will not be added and the import for the line will fail. Corresponds to the Description field for the item in SuccessWare 21. This field only required if the Add column is marked as "true" In this column you can specify the Category where the part should be imported. The Category must already exist in the Parts section of the Pricebook. SuccessWare, Inc. 7

8 Column Name Group Description In this column you can specify the Group where the part should be imported. The Group must already exist in the Parts section of the Pricebook. When adding to new items to the PriceBook via the import you can assign them a status of counted, value or serialized through the import file. The import file can be used to assign different status' to each item added. Through the import utility you will be able to mark ALL items as counted, valued or serialized. If you choose to not use these import fields or add the values through the import utility, the items will be marked as false in all three fields. Counted Valued Serialized Mfr ModelNo UPC If this column contains an "x", "yes" or "true", than the item added to the PriceBook for this line will be marked as Counted. If this column contains an "x", "yes" or "true", than the item added to the PriceBook for this line will be marked as Valued. If this column contains an "x", "yes" or "true", than the item added to the PriceBook for this line will be marked as Serialized. Corresponds to and must match an existing value in the Manufacturer reference table in SuccessWare 21. Allows you to identify the Manufacturer number or Model number of the part. Allows you to identify the UPC code of the part being added Example File VendorNo VendorItemNo Price ListPrice Item No E RS PT E PG 980 Add Description Counted Valued Serialized x 3/8" Tube x x x 4" Valve x x SuccessWare, Inc. 8

9 In this example the 2 rows of the import files are both marked with an X in the Add column, therefore SuccessWare 21 will attempt to add the items to the part section of the PriceBook with an ItemNo, Description and Counted, Valued and Serialized status as listed. If successful, the items will be added to a new category called "Uncatagorized". (Remember you can add columns that place the parts directly into existing Categories and Groups). From here you can drag them to the appropriate category and group. they will have the vendor part information attached to them as well. If the ItemNo you specify for the part is already in use, the operation will fail. The PriceBook will not be added and the vendor part information will not be added. To Import PriceBook Part Items Once you have built a Part List or Vendor Part List import file which contain the appropriate data you can import the file. 1. Open the PURCHASING MANAGER and select the Vendor Part indicator at the top of the window. 2. Right click in the grid and select Import Vendor Part List 3. In the OPEN window navigate to the folder where you have saved the file you want to import 4. Select the file and click OK, SuccessWare 21 will open the IMPORT OPTIONS window. The IMPORT OPTIONS Dialog, offers you options for processing when importing vendor part lists. Based on the columns contained in your import file you will have the following options: a. Update existing vendor part items this is the basic operation and will always be available. SuccessWare, Inc. 9

10 b. Create new vendor part items when necessary this option will be available if you have included the ITEMNO columns in your import file. c. Create new PriceBook part items when necessary this option will be available if you have included the ADD, ITEMNO, and DESCRIPTION columns in your import file. Note that any PriceBook part items created will be uncategorized. This means they will not be assigned to a category or group within your PriceBook. Within the PriceBook you can multi-select and drag the new parts into appropriate part groups. This will assign the related sale types, expense types, and pricing formulas to the new parts. d. Update Existing PriceBook Items (Description, mfr, model no, upc)- This option will update existing PriceBook items with the detail you specify in the import. e. Update Standard Cost- This option will only update the Standard Cost of existing part item using the value in the Price column of the import file. When creating new PriceBook items, create them as The Counted, Valued and Serialized status identifies how the part items will be handled if inventory is activated. a. Counted, and you have not included the column Counted in your import file, you can set this checkbox to control the value of counted for Pricebook items created. b. Valued if you are adding new PriceBook part items, and you have not included the column Valued in your import file, you can set this checkbox to control the value of valued for Pricebook items created. c. Serialized if you are adding new PriceBook part items, and you have not included the column Serialized in your import file, you can set this checkbox to control the value of serialized for Pricebook items created. When Processing a Part for a Vendor a. Make the vendor the primary supplier for the part (bump current primary to secondary) b. Make the vendor the primary supplier for the part (replace the current primary). c. Make the vendor the secondary supplier for the part. d. Do not make any supplier preference changes. e. Select the appropriate import options and click OK. SuccessWare 21 will attempt to import the file. SuccessWare, Inc. 10

11 f. Unless you add Category and Group columns to the import, any new Parts that have been added to the PriceBook will be added to a new Category in the Part section called "Uncatagorized". From here, they can be dragged and dropped into the Category and Groups in which you want them to reside. When moved to the new Category and Group they will "inherit" the Sale and Expense Type as well as the pricing settings of the Category into which they are placed. Reviewing Results and Fixing Failures After importing, SuccessWare 21 will report on the number of rows that succeeded and failed, how many PriceBook items and/or vendor part items were created/updated and supplier preference changes made. The original text file will contain an IMPORT_STATUS column after the import attempt. You can open the file and examine this field to determine which lines succeeded and which lines failed. The file will also contain an IMPORT_STATUSMESSAGE column which will contain information/results for the row and any error messages. Based on this information you can make adjustment to the import file and run the import again. SuccessWare, Inc. 11