Adding Vendor Contracts

You can create a new contract or add items to an existing contract through the [M] Mass Add function. This function lets you add a group of items to a contract.

  1. Double-click graphics\INVENTORYICON16.gif. The Item window opens, displaying information for the last item selected.

  2. Click graphics\ITEMVENDORCONTRACTS16.gif.

  3. The (EV) Vendor Contract Cost screen opens. Select the [M] Mass Add action code.

  4. In the By Item field, specify whether to add the items on an individual basis or mass add the items to the contract.

    Type Y to add specified items to the contract on an individual basis. You can view and confirm each item before it is added to the contract.

    Type N to add all specified items to the contract at once. You cannot view and confirm each item before it is added to the contract.

  1. The cursor moves to the Contract field. Enter the number of the contract for which you are adding items.

    If you are adding items to a contract that already exists, go to     Step 6.

    If you enter a unique contract that does not exist, the Contract Does Not Exist - Create New Contract prompt appears. Type     Y to create a new contract.

  2. The system displays the Limits For Mass Adding window. The cursor is in the Item Number field and the system displays the Enter Item From message. At this point, you can limit the items added to the contract by specifying a range of item numbers to include on the contract.

    If you do not want to specify a range of item numbers, press Enter. (If you do not specify a range, the group of items you add is defined only by the limits you set in the Limits for Mass Adding Window.)

    To specify a range, retrieve the record for the first item in the range to include on the contract. To retrieve the item, enter part or all of the item number and company. The system displays the item you specified or the item that most closely matches it. The following information is displayed for the item: the item number, the selling unit of measure, and the current manufacturer’s cost. At the Is This The Item Record prompt, type     Y to accept the displayed item. At the Enter Item To message, retrieve the record for the last item in the range to include on the contract. The system displays the item and redisplays the Is This The Item Record prompt. Type Y.

  3. The cursor moves to the Item Co field in the Limits for Mass Adding Window. In this window, you can set as many limits as you need by specifying a range of items to include on the contract. However, an item must be within the specified range to be included on the contract.

    To not set any limits in this window, press Enter until the cursor moves to the Decrease Mfg Cost field.

    To set limits, tab to the appropriate field and enter the beginning of the range to include on the contract. In the corresponding To field, enter the end of the range. For example, to limit to items from the manufacturers ABC through XYZ, you would tab to the Mfg Vendor field and enter ABC then enter XYZ in the corresponding To field. Only items with manufacturers that fall within this range are included on the contract. When you have set all of the limits you need, press Enter to move the cursor to the Decrease Mfg Cost field.

    To enter a single limit, enter the range in the first field and leave the corresponding To field blank. For example, to limit to item records with the item company ABC, enter ABC in the first field, and leave the corresponding To field blank. Only records with the item company ABC are included on the contract.

  4. The cursor moves to the Decrease Mfg Cost field and the system displays the Enter Presets. At this message, you can preset the contract information for the items you are adding to the contract. You can also preset contract information. These settings are used for all of the items you add to the contract. In the Decrease Mfg Cost field, specify the contract price by indicating a discount from the manufacturer’s cost. For example, if you enter 15, the system subtracts 15 percent from the manufacturer’s cost to calculate the contract price.

  5. In the Eff and End fields, enter the beginning and ending dates for the contract, respectively.

  6. In the Ref and Desc fields, enter the reference number and description.

  7. The system displays the limits and preset information you entered, along with the Are You Sure prompt. Type Y to add the items that meet the set limits.

    If you specified N in the By Item field, the system adds all of the items that meet the limits you set. Each item that is added to the contract is displayed and the cursor moves to the action code field.

    If you specified Y in the By Item field, the system displays each item that falls within the specified limits, along with the Include This Item prompt. Type     Y to include the displayed item in the contract. The system displays the next item that meets the specified limits and repeats the prompt Include This Item.

Note: If you are adding items to an existing contract and the item is already on the contract, the Already Have This Item - Put Item on Contract Multiple Times prompt appears. To place the item on the contract again, type Y. If you do not want to place the item on the contract again, press Enter or type N.

  1. After the last item displays, the cursor returns to the action code field. To return to the Master Menu, press Esc.