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Assigning Vendors to Items

Assigning Vendors to Items

When utilizing vendors, items must be assigned to vendors before creating Purchase Orders and receiving items via Vendor EDI.

These assignments are made through Item Details, Vendor Parts, or Mass Updates.

These utilities are used to assign Part Numbers to items. These Part Numbers, by default, are the item’s UPC. However, actual Vendor Part/Item Numbers must be entered before generating orders and receiving EDI.

Item Details – Assigning vendors through this utility is an item-by-item basis. Vendor Name and Part/Item Number are the only details available for entry.

Vendor Parts - This utility allows you to enter the most complete vendor detail for items.

Mass Updates – Through Mass Updates, large numbers of items can be assigned Vendors and Part Numbers, however, the part numbers assigned will be default UPC numbers. More editing may be required if specific Vendor Part/Item Numbers are required for generating re-orders and receiving EDI.

Assigning Vendors via Item Details

  1. After logging into the Director, choose the “Pricebook” module.
  2. Enter the UPC Number of the item you intend to assign a Vendor.

    After pressing the “Lookup” button, if the item exists, information for the item will populate the Information sections.
    If no item exists, you will need to create it. Please see “How to Add and Edit an Item” for more information.
    You will be entering information in the “Vendor Part Information” section located at the bottom of the utility.
  3. Choose the applicable vendor from the drop down in “Vendor Part Information”.

    Choose the applicable vendor from this list.
  4. After choosing the proper Vendor, enter the Part Number. Then, enter the Number of Units this Part Number represents of the retail item.

    # Units – If multiples of this item are received as a singular unit, this number represents how many units (after being received) this item is separated and sold as.
    If you are generating orders or receiving via EDI, this will need to be the Part/Item Number used by the applicable vendor.

    If you will be receiving this item via the handheld or Director from a vendor supplied invoice, any number entered will suffice. Since this number can be edited at any time, the UPC is a suggested default number.
  5. Press the “Save” button when finished.

    Press Save Part and the Save Icon to save information.

    Changes can be made through Item Details if necessary. However, an additional Vendor Part record will be created for the edited item(s).
    Since multiple records for a single item are not usually intended, editing is best performed through the Vendor Parts utility.
    For more information on creating and editing vendor parts through the Vendor Parts utility, proceed to the Vendor Parts portion of this manual.

Assigning Vendors via Vendor Parts

Vendor Parts - This utility allows you to enter the most complete vendor detail for items.

Along with a Vendor Part Number, details such as Part Description, Unit Description and can be added/edited.

Removing Vendor assignations or simply removing multiple Part Number records is also a key function of this utility.

  1. After logging into the Director, choose the “Pricebook” module.
  2. Choose “Vendor Parts” from the list of utilities in the Pricebook module.
  3. This will open the Vendor Parts utility.

    This utility is separated into two sections; Existing Vendors Parts and Vendor Part Details.

    Existing Vendors Parts

    This section enables you to see all items assigned to a particular vendor. Choosing the applicable vendor from the Vendor dropdown will populate the item list with all assigned items. From this list, parts can be removed from vendors. Quick Filter assists in filtering by a particular Description, UPC or Vendor Part to assist in assigning and editing items with vendors.

    Vendor Part Details

    Part # refers to the vendor supplied reference number for this item.

    Vendor Parts Details provides a section for editing and adding item-to-vendor specific information. After choosing the correct vendor, enter any desired details for the current item. Press  after confirming entered details.
    Pricebook Zone

    If an item’s COST is different depending on Pricebook Zone, the correct cost will need to be entered and saved for each applicable Pricebook Zone.

    For an item, choose the applicable Pricebook Zone from the dropdown, enter/edit cost and “Save”.

    Complete for each Zone.

Assigning Vendors via Mass Updates

Mass Updates is the easiest and quickest utility for assigning numerous items a vendor and part number.

When using Mass Updates to assign Vendor Parts, the utility will associate the filtered items to the Vendor chosen. Items will also be assigned a Vendor Part Number. However, when assigned, these numbers are the items UPC by default. If vendor specific part numbers are required for EDI or re-order, these will need to be edited through either Item Details or the Vendor Parts utilities.
After items are assigned Vendors and Vendor Part Numbers, stores will need to be updated through Store Updating and the “Queue” module.
For more information/assistance on using Mass Updates to assign Vendors, refer to (Add Vendor Parts) of the “Mass Updates” document.

Please remember Mass Updates is a powerful utility and care must be taken before mass editing items.
Always confirm that filters used have resulted with applicable items.
Always confirm the details of changes before applying.
After items are assigned Vendors and Vendor Part Numbers, stores will need to be updated through Store Updating and the “Queue” module.