Adding Individual Items

From the Master Menu, double-click $graphics\INVENTORYICON16.gif$ . The Item window opens.
Click $graphics\ITEMVENDORCONTRACTS16.gif$ . The text-based (EV) Vendor Contract Cost screen opens.
Select the [A] Add action code.
In the Contract # field, enter the contract number. You must assign a unique number to create a new contract. If you enter the number of an existing contract, the cursor moves to the Item Number field.
If you enter a contract number that does not exist, the Contract Does Not Exist - Create New Contract prompt appears. Type Y to create a new contract.
Enter part or all of the item number and company, or tab to the Description field and enter part or all of the description to retrieve the first item record to add to the contract. You can retrieve by item description only if you maintain a description index. Items are listed on contracts in item number order.
The system displays the item you specified on the item that most closely matches it, as well as the Is This The Item Record prompt.
- Press Esc to return to the Item Number field if the system does not display the correct item record.
- Type N if this is not the correct item. The system retrieves the next item in the database and repeats the Is This The Item Record prompt. If you retrieved the first item record by item number, the system displays the next record in the numeric sequence. If you retrieved the first item by description, the system displays the next record alphabetically by description.
- Type Y if this is the correct item. This is the default response.
If you retrieve an item that is already on the contract, the Already Have This Item - Put Item on Contract Multiple Times prompt appears. One reason to place an item on the contract multiple times is if you are creating an economic buy contract. To do this, you would set up quantity breaks with a different price for each quantity.
- Type Y to place the item on the contract again. The system displays the information from the first line of entry for this item.
- Type N to not place the item on the contract again. The system displays the information from the original line entry for this item. Press Enter until the cursor returns to the Item Number field. This is the default response.
The cursor moves to the Contract field. You can set the item’s price in this field. If you elect to use vendor contracts when creating a purchase order for a vendor, the system uses this contract price instead of the manufacturer’s cost. The Mfg Cost field shows the replacement cost for the item when purchased from the direct-buy vendor. This cost comes from the Direct Buy Record in the Item window, and cannot be changed in the (EV) screen. Enter the contract price, and press Enter. The cursor remains in the Contract field so that you can check the price you entered. When the price is correct, press Enter.

Note: The Unit field shows the selling unit for the item. This information comes from the Unit box in the Item window and cannot be changed in the (EV) screen.

Use the Effect and End fields to indicate the beginning and ending contract dates for this item. The beginning date is the date the contract price goes into effect, and the ending date is the date that the contract expires. For the contract to be open-ended, with no ending date, specify 99-99-99 in the End field. If you enter dates in these fields, the system applies the contract only when the current system date falls within this range. If you leave these fields blank, the contract goes into effect immediately and there is no expiration date.
When you arrange to receive special prices from a manufacturer in order to service a large account, the manufacturer may give you a reference number to use when submitting purchase orders using these special prices. Enter this reference number in the Ref field. When you create purchase orders, the number you enter in the Ref field appears on a special line below the line item it applies to. When creating vendor contracts, the reference number you enter for an item becomes the default reference number for the next item you enter.
In the Desc field, you can enter a description to go with the reference number (described above). This description appears on a special line when you place an item on a purchase order and use the vendor contract price. For example, if the merchandise will be sold to ABC company, you might enter ABC CONTRACT.

Note: When you place an item on a P/O, the information in the Ref and Desc fields appears as a special line below the line entry. This special line also includes the effective contract dates for the item.

If there is a minimum quantity you must buy to receive the price specified in this line, enter it in the Min Unit field. In the Of field, enter the number of selling units in the minimum buying unit. Press Enter to record this line of the contract. If there is no minimum quantity, press Enter to record this line of the contract.

Note: Each time you enter an item on a vendor contract, the information you enter in the Effect, End, Ref, and Desc fields becomes the default for the next item you place on the contract.

The cursor returns to the Item Number field so that you can enter additional items on the contract. After you have finished entering items on the contract, press Esc.
The cursor returns to the Contract field so that you can enter another contract to add items to. To return to the Action Code field, press Esc. To return to the Master Menu, press Esc while the cursor is in the Action Code field.