Populate Vendor

[KERNERS]

Please reference previous post if asked and answered. Why can't the Vendor field be populated when pulling parts into a revision. It populates when parts are ordered so the information is there. If the vendor field is not populated, then the service advisor must populate manually. I can do a price check after the fact and it populates then as well. Please advise. Manager SE 7.3.14

[ricmorin]

The programmers have added the 'Added From' column on order screen to help with this. This DOES get populated when pulling in parts from electronic catalogs. That makes it real easy to order the parts later. As you've stated, the field in question gets populated upon ordering.

If I had to guess, I'd say it was problematic to populate that field during a part import/transfer, so much so that they added a completely new field to comply with our requests.

added_from.PNG (7.74 KiB) Viewed 9572 times

[KERNERS]

Help me understand then why can it me populated if I do a price check? The data has to be there, why are they choosing not to populate it? It's like saying were not going to populate the price because it's to difficult. It's all data that is transferred with the part.

[KERNERS]

This field does not appear in 7.13.14 can you tell me where that is added, Thanks

[Rich]

7.5.0

file:///C:/Program%20Files%20(x86)/M1-SK/Teamworks/Manager/Background/help.htm

[ricmorin]

This field does not appear in 7.13.14 can you tell me where that is added, Thanks

Not sure exactly when, but you should update your software. Lots of improvements since your version.

[ricmorin]

Found it! That feature was added in version 7.5.

[timbre4]

Help me understand then why can it me populated if I do a price check? The data has to be there, why are they choosing not to populate it? It's like saying were not going to populate the price because it's to difficult. It's all data that is transferred with the part.

The original business rule was to not populate the vendor field until an order was placed. By adding the new column to the Order screen, it accomplishes this request without having to open the Part Item Edit window to confirm this.

[GUTHTIRE]

I'm not 100% sure if we're using the field correctly but we use the Ref/Inv # filed for the RO#. If we are using this field correctly can the RO# be automatically populated?

[Rich]

We also use the REF/INV# for RO number and customer last name.

Not sure if it helps but when you open a PO, regardless of anything you enter, the RO number shows up at the very top. Even after PO is closed

"Purchase Order Worksheet for RO #12345"

[timbre4]

As Rich states above, the PO includes the R.O. # in the title bar (doesn't do this for Estimates, but R.O./ INV always):

[Rich]

I was going to do a screen shot....but it would have taken me a day to do it.

[timbre4]

I was going to do a screen shot....but it would have taken me a day to do it.

I was going to type an explanation but you beat me to that part.

[GUTHTIRE]

As Rich states above, the PO includes the R.O. # in the title bar (doesn't do this for Estimates, but R.O./ INV always):

Right, but is that information transferred to the parts vendor when electronically ordering? I guess I never noticed if the invoice from the vendor has the RO if the Ref/INV: field is left blank.

Similar scenario only with Restock from Inventory. If the Ref/Inv is left blank the parts vendor sees a blank. We manually type in "SHOP" without the quotes so they know it's not needed immediately. Would it be possible to pre-fill SHOP or INVENTORY ORDER or something similar?

[ricmorin]

As Rich states above, the PO includes the R.O. # in the title bar (doesn't do this for Estimates, but R.O./ INV always):

Right, but is that information transferred to the parts vendor when electronically ordering? I guess I never noticed if the invoice from the vendor has the RO if the Ref/INV: field is left blank.

Similar scenario only with Restock from Inventory. If the Ref/Inv is left blank the parts vendor sees a blank. We manually type in "SHOP" without the quotes so they know it's not needed immediately. Would it be possible to pre-fill SHOP or INVENTORY ORDER or something similar?

It depends on the protocol and the settings at the vendor side of things. Many have the PO number transferred onto their invoice. Others also include the 'Notes to be included on PO' field. That's the one I use most when needing to convey a message.

PO number transferred to Vendor invoice example

Invoice_w_PO.PNG (66.21 KiB) Viewed 9513 times

Above example shows the PO number transfer.

PO and RO number transferred to Vendor invoice example

POandRO.PNG (71.63 KiB) Viewed 9513 times

Here both get transferred. Nothing special done on our side.

Notes transferred to Vendor invoice example

Notes_PO.PNG (66.48 KiB) Viewed 9513 times

Above I type 'stock order' into the 'Notes to be included on PO' field. It over-wrote other data automatically put there.

You'll need to experiment with each protocol and vendor to see how it works.

[Rich]

I have found that the PO does transfer to....Advance Auto Parts, Carquest, NAPA, and AutoZone. However, the PO seldom transfers to AutoValue for us.

[GUTHTIRE]

As Rich states above, the PO includes the R.O. # in the title bar (doesn't do this for Estimates, but R.O./ INV always):

Right, but is that information transferred to the parts vendor when electronically ordering? I guess I never noticed if the invoice from the vendor has the RO if the Ref/INV: field is left blank.

Similar scenario only with Restock from Inventory. If the Ref/Inv is left blank the parts vendor sees a blank. We manually type in "SHOP" without the quotes so they know it's not needed immediately. Would it be possible to pre-fill SHOP or INVENTORY ORDER or something similar?

It depends on the protocol and the settings at the vendor side of things. Many have the PO number transferred onto their invoice. Others also include the 'Notes to be included on PO' field. That's the one I use most when needing to convey a message.

I just confirmed on my end. Thanks for all of the input. Now I have to break my bad habit of using the Ref/Inv field on regular electronic orders.

[Rich]

I'd not consider that a bad habit actually.

I still do it, makes it much easier for me. I enter RO and last name. Parts come in door, I open PO, see last name, tag part, mark schedule that part is here. I then enter the part invoice number into the Ref/Inv# field.