Activant Prophet 21 Managing Vendor Contracts
This class is designed for Individuals charged with establishing vendor contracts
Objectives Define Vendor Contracts Enable Vendor Contract Functionality Establish Contract Types and Classifications Set up Vendor Records and Customer Ship To Records for Vendor Contracts Set up Vendor Contracts Understand how Freight Factors apply to Contracts Contract Export and Import
This course will NOT cover Pricing Page Maintenance Customer Maintenance Ship To Maintenance Vendor Maintenance Rebate Functionality Customer Contract Pricing
What is a Vendor Contract? A contract controlling cost (including rebated cost) and sales price for an item or transaction based on the customers Three types of contracts Base / GPO Contracts Blanket / Class based Contracts t Manual Contracts T f t t d t i h t d Type of contract determines how customers and ship tos are added to the contract
Types of Contracts Base/GPO Customers are part of a group purchasing organization (GPO) or government contract Vendors are indicated as GPO vendors via a checkbox To qualify for a GPO contract: Customer must be indicated as valid for vendor contracts for the vendor Customer s s classification must match classification in vendor contract
Types of Contracts Blanket / Class-based Contracts that require customer to be associated with one of the classification IDs. Apply to certain types of customers Hospitals, schools, etc. To qualify for a blanket contract: Customer s classification must match one on vendor contract
Types of Contracts Manual Contracts where customers and ship tos are assigned manually Good for contracts that aren t limited by GPO or customer classification
Setting Up System for Vendor Contracts You must perform the following tasks to set up vendor contracts Enable vendor contracts in System Settings Create vendor contract types Create customer contract classifications Set up vendor records Set up customer ship to records Create vendor contracts
Enable Vendor Contracts System Settings / Order Processing / Pricing Enable Use Vendor Contracts
Limitations of Enabling Vendor Contracts If Vendor contracts are enabled any item with a contract can only have one supplier associated with it The pricing pages that are created by the vendor contract may only be for Cost or Both
Create Vendor Contract Types Accounting / Accounts Payable / Maintenance / Vendor Contract Type Maintenance Code that groups vendor contracts Used in determining contract hierarchy when multiple contracts apply Enter description and save
Create Customer Contract Classifications Accounting / Accts Receivable / Maintenance / Customer Contract Classification Maintenance Defines types of customers to associate with a GPO or class-based contract
Set up Vendor Records If vendor is a GPO vendor, enable Fee Based Vendor checkbox in Vendor Maintenance Not a requirement for Not a requirement for class-based or manual vendor contracts!
Set up Vendor Records Allow Multiple GPOs Checked all customers associated with this GPO are eligible for automatic assignment to the contract Unchecked only customers with this vendor GPO listed as the primary vendor GPO are eligible for automatic assignment
Set up Vendor Records Take Debit Upon Rebate Creation Immediately reduce liability to vendor when rebate is created Debit is unapproved until retrieved and approved in the Rebate Fast Edit window
Set up Vendor Records Auto Assign Base Contracts Determines if Assign Customers / Ship Tos button in Job/Contract Pricing Maintenance will automatically assign customers for the vendor GPO Only applies to GPO based vendor contracts
Set up Vendor Records Freight Factor modifies the other cost value only for calculating the commission cost or price to take into account freight costs Freight Factor field holds the multiplier to use with the freight factor source
Set up Vendor Records Tracing works in conjunction with the setting on the Export EDI 867 Reporting window and determines if vendor is included on a certain EDI 867 report Settings are Daily, Weekly, Monthly
Setting up Pricing Hierarchy Only available if Use Multiple GPOs is turned on Checked - no restrictions on the contract sourcing Unchecked - Only a secondary GPO can be used Unchecked Only a secondary GPO can be used if the item is not on a Primary GPO contract
Setting up Pricing Hierarchy Contract Type determines which ones are valid for this vendor and which ones will be available in Job/Contract Pricing Maintenance for this vendor Hierarchy determines which contract type will be used, lower the number = higher the priority
Setting up Pricing Hierarchy Tie Break Options Lowest Sell Price Lowest Rebate Cost Highest Sell Price First Effective Date Last Effective Date
Setting up Pricing Hierarchy Primary GPO checkbox determines if hierarchy only applies to contracts where customer has the current vendor as primary GPO Secondary GPO checkbox determines if hierarchy only applies to contracts where customer has vendor as secondary GPO
Setting up Customers Use Vendor Contracts checkbox determines if customer will use vendor contracts functionality If setting customer to use vendor contracts, no prior Job/Contract Pricing functionality from earlier software versions will apply for customer
Setting up Customers Contract Classification Tab allows you to associate one or more classifications for customer Enables automatic adding of customers to GPO and class-based contracts
Setting up Customers Use GPO tab to associate customer with one or more GPO vendors Enter GPO vendor ID in GPO Number field Determine if vendor is the primary or secondary GPO vendor for customer Facility Number is the ID code for your facility Facility Number, Pay Fees, GLN, HIN - informational
Creating Vendor Contracts Orders band / Order Entry / Maintenance / Job/Contract Pricing Maintenance Enter Contract Source of Vendor and Contract Number and description
Creating Vendor Contracts - GPO Enter Vendor ID, contract type, GPO Vendor ID Enter Base for Contract Category Enter any Classification IDs for auto-assigning Enter any Classification IDs for auto assigning customers, then click Assign Customer/Ship Tos
Creating Vendor Contracts - GPO Customers and ship tos with matching classification IDs are added to Customer/Ship To
Creating Vendor Contracts - GPO View auto-assigned customers Manually add or remove customers Not affected by future automatic assignments Only customers with Use Vendor Contracts checkbox enabled are eligible for assignment
Creating Vendor Contracts - GPO Enter line items on contract RMB click to create/edit price page associated with the contract line item
Creating Vendor Contracts Class-based Only differences between entering a GPO vendor contract and a Class-based one are: No GPO vendor ID needed on Vendor Tab Contract Category must be set to Blanket
Creating Vendor Contracts Manual Manual vouchers do not have customers autoassigned, so no classification IDs are entered Set Contract Category to None
Creating Vendor Contracts Manual Double click in Customer or Ship To ID fields to add customers and ship tos The only customers appearing here are The only customers appearing here are set to Use Vendor Contracts on the Sales Pricing tab in Customer Maintenance
Adding Freight Factor to a Contract Account for freight costs in commission cost or pricing, assuming they re based off Other Cost Specify freight factor on Contract tab in Vendor Maintenance Enter vendor contract as you like On pricing pages for the line items, click the costs tab and enable the Apply Freight Factor checkbox In Freight Factor Source field, select the source cost to which you want to apply the freight factor
Contract Export and Import Export vendor contracts Update contracts within spreadsheet program and import them back into system Setup / Imports/Exports / Exports / Order Processing / Job/Contract Pricing
Contract Export and Import
Contract Export and Import Filetype-dayMonthyear_time
Contract Export and Import Edit data on spreadsheet and import data back into Prophet 21 Existing contracts are updated and contracts with new contract numbers are added Cannot edit these fields: Contract Type, Corporate Address ID, Item ID and Prior Qty
Summary Define Vendor Contracts Enable Vendor Contract Functionality Establish Contract Types and Classifications Set up Vendor Records and Customer Ship To Records for Vendor Contracts Set up Vendor Contracts Understand how Freight Factors apply to Contracts Contract Export and Import
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