Adding Vendor Prices to an Item in PartsManager

Derek Torres
Derek Torres
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

 

There may be times your company works with a Vendor who provides discounts when you purchase items in bulk. In PartsManager, formerly known as PartsLedger, you are able to build out a Vendor-specific pricing table for an Item.

Vendor Pricing links an Item and Vendor pair to create order quantity breakpoints using min/max values and provide a price within that range. These prices are used when creating or updating a purchase order line with an Item. When the Item order quantity is input, PartsManager automatically populates the price based on the vendor price rules created.

Note: This can be done in bulk.

How to Import Vendor Prices Into PartsManager

 

Prerequisites

  • A Vendor has been created in PartsManager
  • An Item has been created in PartsManager

How to Add a Vendor Price to an Item

  1. On the Nav Bar, click Accounts Payable
  2. Then click Vendors
  3. Select the Vendor that you want to build an Item breakpoint price range for
  4. Click the Pricing tabs
    Screen_Shot_2022-05-23_at_8.39.50_AM.png
  5. Click the + New Button to open the Add Vendor Pricing Menu
    Screen_Shot_2022-05-23_at_8.32.01_AM.png
    The Vendor will be preselected
  6. Select the Item you want to create a breakpoint pricing range for
  7. Enter a Price that will apply to this item in the breakpoint quantity range
  8. Set a Minimum Amount for your breakpoint range
    • This value has to be greater than 0
  9. Set a Maximum Amount for your breakpoint range
    • This value has to be greater than the Minimum Amount value
    • If you leave this value empty the end of the breakpoint range will be considered infinite until the next minimum value in the item's vendor pricing table.
      • Important Note: If you leave the Maximum Amount empty, you cannot edit the vendor price. So if you need to edit vendor prices ever, we recommend you enter a very high maximum amount that you would never actually order like "999999". If the item already exists and you need to edit the price, you will need to delete the item and recreate the vendor item price with the new price.

How to Setup a Vendor Pricing Table For an Item

You can create a Vendor Pricing Table for an Item by creating multiple Vendor breakpoint price ranges for that item. When doing so it is important to understand some key concepts.

  • Breakpoint price ranges for the same item CAN NOT overlap.
  • If you enter a value in Maximum Amount for the final breakpoint price range of your Item's Vendor Price Table, then if you order a quantity of that item more than that max value the price will be 0.00.
    • It is best practice to leave the final max value empty to avoid that error

Below is an example of a Vendor Pricing Table set up correctly.

item price min value max value notes
Item 1 $50 1 12 If the order quantity is between 1 and 12, then the Item's price will be $50 each
Item 1 $45 13 24  If the order quantity is between 13 and 24, then the Item's price will be $45 each
Item 1 $40 25 36  If the order quantity is between 25 and 36, then the Item's price will be $40 each
Item 1 $35 37 (empty)  If the order quantity is equal to or greater than 37, then the Item's price will be $35 each

 

The table below shows examples of what Vendor Price would be selected based on the order quantity.

Order Quantity Vendor Price
4 $50
15 $45
20 $45
28 $40
38 $35
10,000 $35

 

Potential Errors When Creating Vendor Price Tables

Breakpoint Price Ranges Can Not Overlap

Breakpoint price range values cannot overlap for the same item. This will create an error. Visualized below with a table.

item price min value max value notes
Item 2 $50 1 20  
Item 2 $40 19 30 An error will occur because the breakpoint range on this row overlaps with the breakpoint range on the 1st row.

 

Max Value is Empty Within a Vendor Price Table

If a Max Value is left blank, it will be treated as infinite, which could cause overlap errors if the Max Value is not at the end of the Vendor Price Table. Visualized in the table below.

Item price min value max value notes
Item 3 $45 1 24  
Item 3 $40 25 (empty) The max value is empty and will be treated as infinite.
Item 3 $35 37 (empty) An error will occur because the breakpoint range on this row overlaps with the breakpoint range on the 2nd row.

 

Order Value is Greater Than the Final Max Value

If the Order Value is greater than the final max value of the Vendor Price Table, the item's price will return as $0.00. This is not an error, but could return unexpected results.

Item price min value max value notes
Item 4 $45 1 24  
Item 4 $40 25 48 If you order a value of this item greater than 48, the price will be $0.00

 

The table below shows examples of what Vendor Price would be selected based on the order quantity.

Order Quantity Vendor Price
15 $45
20 $45
30 $40
49 $0.00
10,000 $0.00

 

How PartsManager Finds the Price of an Item

PartsManager will automatically find the price of a selected Item in the order provided below:

  1. Retrieve the price from an Item's Vendor Price entry, based on the quantity of the item selected.
  2. Retrieve the price from the Item's purchase price
  3. Retrieve the price from the most recent Shipment Receipt

If PartsManager cannot find a price from the above processes then you will have to enter the price manually.  Also, if you are not happy with the automatically retrieved price, you can still enter it manually.

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