Vendor Items
Purpose
The Vendor Items feature allows administrators to assign specific items to one or more vendors. When the Load Items by Vendor option is enabled in Purchase Options, only the items assigned to the selected vendor will be available when creating Purchase Quotations, Purchase Orders, Purchase Invoices, and Debit Notes.
This helps ensure that users select only items supplied by the chosen vendor.
Create
To assign items to vendors:
Step 1
Navigate to Purchase → Vendor-Items from the left sidebar.
Step 2
Click New.
Step 3
Complete the required information:
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Select one or more Vendors.
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Select the Group Items.
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Select one or more Items.
Step 4
Click Save.
The selected items are assigned to the chosen vendors.
View
The Vendor-Items list displays all vendor-item assignments.
Users can view:
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Vendor
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Commodity Group
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Item
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Assignment Date
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Created By
Edit
To modify an existing vendor-item assignment:
Step 1
Navigate to Purchase → Vendor-Items.
Step 2
Select the assignment and click Edit.
Step 3
Update the vendor or item information.
Step 4
Click Save.
The updated assignment becomes effective immediately.
Delete
To remove a vendor-item assignment:
Step 1
Navigate to Purchase → Vendor-Items.
Step 2
Select the assignment and click Delete.
Step 3
Confirm the deletion.
The selected assignment will be removed.
Workflow Rules
Load Items by Vendor
When Load Items by Vendor is enabled in:
Purchase → Settings → Purchase Options
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Users must select a vendor before selecting items.
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Only items assigned to the selected vendor will be displayed.
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Unassigned items will not be available for selection.
When Load Items by Vendor is disabled:
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All items are available regardless of vendor selection.
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Vendor-item assignments are ignored during transaction creation.
Supported Transactions
Vendor-item assignments are used in:
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Purchase Quotations
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Purchase Orders
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Purchase Invoices
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Debit Notes
Public Items Tab
After a vendor-item assignment is saved:
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The assigned items automatically appear in the vendor's Public Items tab.
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Vendors can view the items associated with their account.
Example
Vendor Assignment
| Vendor | Item Group | Item |
|---|---|---|
| ABC Supplier | Electronics | Laptop |
| ABC Supplier | Electronics | Monitor |
| XYZ Supplier | Office Supplies | Printer Paper |
Result
When creating a Purchase Order for ABC Supplier:
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Laptop ✔
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Monitor ✔
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Printer Paper ✘
Only items assigned to ABC Supplier are displayed.
Synchronization
Vendor-Item assignments are synchronized with:
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Vendors
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Items
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Commodity Groups
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Purchase Quotations
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Purchase Orders
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Purchase Invoices
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Debit Notes
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Vendor Portal
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Public Items
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Reports
Permissions
| Permission | Description |
|---|---|
| View | Allows users to view vendor-item assignments. |
| Create | Allows users to create vendor-item assignments. |
| Edit | Allows users to modify vendor-item assignments. |
| Delete | Allows users to remove vendor-item assignments. |
Important Notes
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Vendor-item assignments only affect transaction item selection when Load Items by Vendor is enabled.
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Multiple vendors can be assigned to the same item.
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Multiple items can be assigned to the same vendor.
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Assigned items automatically appear in the vendor's Public Items tab.
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Vendor-item assignments help prevent incorrect item selection and improve purchasing accuracy.
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Commodity Groups can be used to simplify item selection when assigning multiple products to vendors.