Whenever a business runs out of something, they usually replenish their supplies using a vendor. For this reason, it is important that they can easily keep track of the vendors they use and the item list for each. In Inventory, users are able to maintain the item lists for each vendor used by their organization.
Once a vendor item is used in an order, receiving, or Invoice, it can no longer be deleted.
Adding items to vendors
To begin, go to the vendor set up page. You can get there by choosing the Vendor subtab under Setup when you are in Clarifi.
On the vendor set up page, choose the vendor that you would like to add items to. You can learn more about building vendors from scratch here.
On the vendor detail page, select the Item Catalog subtab.
The next screen will display all the items you have set up previously. To begin adding a new item, click Add.
Next, you will begin to fill out the details for your new item.
Vendor Item Name - Here you can provide the name that you would like for your item to have in the vendor.
Vendor Group - The group that the item falls under can be chosen here. For example, if you were adding a ketchup vendor item, you would assign the item to the condiments group.
Catchweight - Whenever an item is marked as Catchweight, you will have to select a weight unit when it is being received.
Receiving Unit - Receiving Unit is where you can select the unit that you receive the item at. For many businesses, they may purchase some items by the pound but then receive them by each individual piece.
Vendor Item Code - Where you can input the code assigned to the item by the vendor.
Status - This is where you can choose whether the item you are adding is active or inactive.
Lead Time - If the item requires any number of days notice before it is ordered, it can be entered here.
Beneath receiving unit is a section where you can choose whether the item will be split case. Items that are split case will have an order unit and also an alternative count unit.
Once you have set up general information about the item, Link to Inventory Item is where you can link the vendor item to an inventory item. Clicking link will prompt you to choose an item that you would like to link the item to.
You are also able to assign the Vendor Item to a GL Account. These are the same GL accounts come from Categories that are created.
On the Vendor Details page, the Missing GL# column will display the number of vendor items not currently linked to a GL account.
Once that is finished, you can assign a tax rate to the item. When setting up the tax rate, you can use a percentage or a fixed monetary price.
After the tax has been set up, you will define if the item is a Deposit Item. Any item that is marked as a deposit item will not be tracked on Inventory.
The last section will be where you can specify the manufacturing information for the item you are adding.
Once you have set up the details for your new item, click Save to add the item to the vendor.
Editing items assigned to vendors
Any items that have been assigned to a vendor can be edited. There are a couple rules to note though:
- The Purchase and Receive units can only be edited if the vendor item is not a part of any transaction (order and receiving)
- The inventory item that the vendor item is linked to can only be changed if the vendor item has never been added to a transaction.
This is why, for some items, sections might be locked and greyed out.
To edit a vendor item, choose a vendor that contains items you would like to edit. The next page will display the vendor details, like its name, code, address, etc. From this page, you will select the subtab that says Item Catalog.
After going to the item catalog subtab, select the item that you would like to edit.
The next page will display different fields for the item. Any field that is open can be edited.
Deleting Items from a Vendor
If an item assigned to a vendor has no inventory activity associated with it, it can be deleted. To do so, choose the vendor that the item is associated with and go to the item catalog. Once there, select the item that you would like to remove.
Once there click the Delete button at the top right-hand corner of the page. If the item has ever been used in Inventory you will not have the ability to remove it.
Assigning Vendor Items to Stores
After building your new vendor items, they will be assigned to the stores that make up your hierarchy. To do so, click the Assign button at the top right-hand corner of the item catalog page.
The next page will display all of the vendor Items that have been built. You can search for items by using the Filter bar. From here, choose the items you would like to add and click Next.
The next page is where you will select the stores you would like to assign the items to. Clicking the top-level checkbox for a group will select all of the stores beneath it. You can also select stores individually. The items that you are adding will be listed on the left side of the page.
Once you are finished choosing the stores, click Done.