Click to view/hide picture.Use Vendor Price Maintenance to easily update any or all of a particular vendor’s prices at one time. Typically you will use Vendor Price Maintenance after receiving a bid sheet for items guaranteeing prices effective on a certain date, or any other time that you receive a new list of prices from a vendor.
This screen only shows vendors for the restaurant you are currently logged into. To proliferate your updates to other restaurants in your system, click the Apply Changes button at the top of the screen after recording your updates. The Vendor Price Maintenance - Apply Changes screen appears, where you can specify how to update your other restaurants (see the end of this topic).
Every time you order an item from a vendor, the item will automatically be added to the list of vendor items. You can also add and remove items directly from this screen. The same item can exist in multiple vendor lists.
Access the screen under Inventory > Vendor Prices:
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Select a vendor from the Vendor Code or Vendor Name drop-down menu. If desired, enter an effective date for the price change in the "Effective Date" field at the top right of the screen. This will make the Effective Date column in the table default to the set date.
To change a price, click in the New Price column for the appropriate inventory item. Enter the new price that you will be charged for this item, then press Enter. Your cursor will move to the Effective Date column, which will default to the Effective Date specified above. Set the appropriate date on which the new price will take effect; the effective date must fall between the current date and 45 days in the future. If no Effective Date is entered, no changes will occur. A price update can occur without an item code update.
Note: To prevent rounding errors, you can enter a price with up to four decimal places.
New Item Code This is the new alpha numeric code that your vendor associates with your Compeat inventory item and purchase unit listed on this row
New Price The newly quoted price for your next purchase of the Compeat inventory item and purchase unit listed on this row
Effective Date No data can be applied without an Effective Date. You can fill this in for each item individually or add an overall effective date in the top right corner of the screen. If you enter a global date than any changes you make will auto-fill an effective date. Note: using your space bar when filling in dates will enter the current date.
Expiration Date If these prices have an expiration date from the vendor you can enter that date in the future. This is not a generally recommended tool b/c expired prices will be ignored in your system.
Purchase Unit The purchase unit that your prices and codes apply to.
Preferred You may adjust the preferred vendor from this screen. This change will be reflected on the vendor tab of the inventory item.
Price Variance If new prices are being entered you will be presented with the percentage increase/decrease from your previous price.
Because effective dates are in the future, Compeat checks price data to update prices each time any of the following actions are taken:
The Vendor Price Maintenance screen is closed
Compeat is launched
The Orders screen is displayed
The Suggest Orders by Par Levels screen is displayed
At any of these points, if the current date matches the price effective date, the price changes will take effect for the restaurant you are currently logged into.
Note: There is an exception to this rule. An effective date of today will not take effect until tomorrow, unless you Apply Changes.
If the vendor has an expiration date for the bid price, you can enter that date in the Expiration Date field. After an expiration date has passed, the item cannot be ordered through Suggest Orders screens.
In addition to setting new vendor prices, you can also change vendor item codes and purchase units. To change a vendor item code, use the New Item Code field. This change will occur on the Effective Date, similar to the price change update above. If no Effective Date is entered, no changes will occur. An item code update can occur without a price update.
To change a purchase unit, select the new unit from the drop-down list. To add a new purchase unit, click Add New Purchase Unit from the toolbar; you will be taken to the Restaurant Inventory Item screen where you can the purchase unit definition.
If you need to make the list of vendor prices available to someone who does not have Compeat; for example, if you want to send a list to a vendor for them to enter updated prices, you can export the list to an Excel spreadsheet. New prices and effective dates can be entered in the spreadsheet. Once completed, the same spreadsheet can be imported to update vendor prices.
If Compeat is unable to match data when it is imported, you will receive a warning message. Notes will be added to the Excel spreadsheet to indicate any problems with the import; open the spreadsheet to view notes.
Note: The standard Export to Excel button that is provided with most Compeat detail tables is also available to export detail information to a spreadsheet. This should not be used for exports intended for re-import, instead use the Export Vendor Prices button.
To save your work, click the Save Changes button at the top left of the screen. This will keep the current version of the screen available for you to work on at a later date. Any new price or item code updates will still apply on the effective date.
This function is useful when you would like to apply price changes that have been performed through the order guide import utility, to all respective locations, through the apply changes function described below. Example: You import an order guide in Restaurant #1 and update pricing through the order guide utility. If you would like to apply these changes to Restaurant #2, you can use vendor price maintenance by copying the current price to new and applying the changes to Restaurant #2 (described below).
When you have finished your vendor price modifications, you can copy them to other restaurants by clicking the Apply Changes button at the top of the screen. The Vendor Price Maintenance - Apply Changes screen will be launched. This screen will apply any changes with an effective date of today, and copy the data (including new prices, item codes, and effective dates) to your other restaurants based on the settings below.
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Check the desired boxes:
Update vendor item codes in destination entities This choice will send any changes you have made to vendor item codes to the other entities you select.
Update purchase unit costs in destination entities This choice will send any changes you have made to purchase unit costs to the other entities you select.
Add new purchase units to destination entities where inventory units match This choice will add any new purchase units you have entered to corresponding item definitions in other entities you select. Choosing this option will also update the “Preferred” vendor status of the item in the destination entity to the status in the current screen.
To which entities do you want these price update applied? Select the entities you want to apply these changes to. The current entity will be checked by default and must be updated.
