Vendor Order Guide Prices

Overview:

The Vendor Order Guide Prices feature is used to update a vendor's pricing for inventory items. If you are using the Ordering features in COGS-Well, prices for items can be updated via this Vendor Order Guide Prices feature prior to entering orders. 

This feature also includes an option to enter vendor prices as "Contract Prices" (negotiated prices). Contract prices can then be compared to invoice receiving costs for items under contract via the Contract Pricing Variance Report.   

Things to know!

• COGS-Well defines an inventory item's "price" as what the vendor is selling an item for. COGS-Well defines an inventory item's "cost" as what you pay for the item when you receive it.  
• The Vendor Order Guides feature is used to update item pricing from a vendor prior to ordering items.
• If you select the option to "ignore receipt prices when ordering" in the add or edit Vendors function, then the ordering worksheet and enter orders functions, for the vendor selected, will use Vendor Prices. For more information on vendor options please see this link: Vendor Setup link.
• Updated prices can be used to help select a vendor if you are using the Order by Item feature.
• Updated prices can be flagged as "Contract Prices" so you can compare received item costs to contract pricing via the Contract Pricing Variance Report. 
• Order guide prices do not affect an item's cost. An item's cost will reflect the last cost received on an invoice.  
• This feature will only be accessible and visible to users who are given access to it.
• Some of our EDI Vendor Partners can export their pricing directly into this feature. 
• Use of this feature is optional. 
• Please click this link if you would like to know more about the Ordering Features and Options in COGS-Well.  

Add or Edit Vendor Order Guide Prices:

To add, review, edit or delete Vendor Order Guides, navigate to Inventory>Setup>Vendor Order Guide Prices. Upon selection, a find grid similar to the one below will display a listing of all of your previously entered Order Guides. In the below example three Order Guides have already been created:

Vendor Name: The Vendor the Order Template is for.

Effective Date: This is the date that the new pricing went into effect. The pricing from this order guide will remain current from the Effective Date forward unless a new order guide is entered with a later Effective Date.  

Contract Pricing: The pricing entered on an Order Guide can be flagged as Contract Pricing meaning it is a negotiated flat price. Flagging an order guide as Contract Pricing will enable the pricing to be compared to the receiving pricing (cost) received on imported invoices via the Contract Pricing Variance Report 

Created: This is the date that the Order Guide was first created. 

Last Updated: This is the date that the Order Guide was last updated.

Updated By: This will display the User Name of the user who made the last update. 

Edit: The Edit button will enable you to view or change the order guide.

Delete: The Delete button will delete the order guide. 

Add New: To Add a new order guide, click the plus button at the top of the grid. 

View/Edit: Let's now view/edit the existing order guide for Costco. Click the edit button on the right side of the Costco row in the grid (or double-click on the Costco row). This will take you to a criteria display as shown below:

Criteria Entry Display: If the above criteria entry display was for a new Order Guide, you will need to select a vendor, enter the effective date for the new prices, and check the contract pricing box if it is contract pricing. Explanations for Effective Date and Contract Pricing are directly above. In the above example, the contract pricing box is checked so the new prices for items will be tracked as contract prices. 

Enter Item Prices: Clicking the "Next" button or the "Entry" tab on the Criteria display will take you to a grid for selecting inventory items and updating prices. An example is shown below:

Item Name: Items for the selected vendor are listed alphabetically, by inventory category, on the grid. You can search for an item by typing in part of its name in the column header where the magnifying glass is. 

New Price: This column is in light blue meaning it can be edited. In the example above, new prices have been entered for the items on the grid. If you are adding a new Order Guide, the new price for all items will be blank. A new price should reflect the Pack Size displayed in the column to the right of the New Price. 

Pack Size: This is how the vendor packages the item. Pack Sizes can be changed in the Inventory Item Setup feature. 

Partial Packs: Inventory Items can be flagged in the Inventory Item Setup - Ordering feature to be able to be ordered in Packs. If an item has been enabled, its partial pack information will display on the grid and you will be able to enter a New Partial Pack Price.  

Last Updated: This is the last time the cost for an item was updated. This typically occurs as the result of receiving the item on an imported invoice.  

Previous Price: This is the most recent cost for an item. This is typically the result of receiving the item on an imported invoice.

These buttons will collapse or expand inventory item categories in the grid to make it easier to find or navigate to the item or items you want to view or enter new prices for. An example of collapsing the categories is below:

Save - Saves the entry or entries without exiting.

Save & Exit - Saves the entries and exits the grid. 

Exit -  Exits without saving any new entries or edits.