Using Custom Vendor Quote Numbers

Overview

This document will cover how to use and or reference custom vendor quote numbers when placing purchase orders. A scenario where this is beneficial is when a vendor provides a special price for an item or items and requires you to reference a specific quote number provided by them when processing.

UD Classifications

To begin using custom vendor quote numbers you will first need to use one of our user-defined classification fields so you can reference it. The nice thing about using any of Savance’s user-defined fields is that once you define/configure it once you don’t need to define that classification again.

Item Manager

To configure a user-defined classification use one of the items (or any item) that need to be referenced with the custom vendor quote number.

• Go to Inventory > Inventory Manager

  

• Select Item Manager

  

• Next, enter the item number in the Inventory Lookup screen.

  

• While in the Item Manager select the Classifications tab

  

• When you select the Classifications tab the top of the screen will show all default and UD classification fields.

  

• To define/configure a UD Classification double click on an available UD Classification link

  

• Next, rename the field whatever you need. For the purposes of this article, we will rename this field ‘Vendor Quote No.

  

• Once you are satisfied with the naming convention select “OK” to save your changes.

• You will now see that the UD classification has now been changed to ‘Vendor Quote No’

  

• Finally, enter the custom vendor quote number in the field.

• Repeat this process for all applicable items and hit Save when each item has been updated.

Spreadsheet Administration

Once you have defined one of the UD Classifications referencing ‘Vendor Quote No’, and have added the custom vendor quote number to all applicable items the next step is to make sure this information appears on the PO order grid for reference.

To change your spreadsheet settings to view this vendor quote number.

• Go to Settings > Spreadsheet Admin

  

• Under the Order Type field select RFQ/PO

  

• Once selected the spreadsheet grid will update to show all applicable RFQ columns.

• Scroll to the right to find your newly defined Vendor Quote No column.

  

• From here you can select the Vendor Quote No, column and use the < and > arrows to rearrange the column to bring it closer into a visual column while entering a PO.

  

• Once you have made your changes to the spreadsheet grid select ‘Save As’

• Next name the version of this spreadsheet configuration and select ‘OK’ to save.

  

• Finally, confirm if you want to make the new changes as your current default spreadsheet configuration.

  

• NOTE: Once you confirm your changes, all users must close the application and log in again to see the current changes.