P/O Vendor Contract Costs Screen

Open Purchase Orders > P/O Setup > Vendor Contract Costs.

Type the number of the inventory item to which you want to add vendor costs.

Type or use the Finder to select the number for the vendor who supplies the inventory item.

If more than one vendor supplies an item, you can enter item costs for each of the vendors.

Enter the regular cost for this unit of measure.

Choose whether you are entering a cost for a single unit of measure only, or for more than one unit of measure.

  • If you choose Base Unit Cost for Single Unit, enter:
    • Base Unit Cost. The regular amount that you pay for this inventory item.
    • Base Unit of Measure. The unit of measure to which the Base Unit Cost applies.
  • If you choose Base Unit Cost for Multiple Units, click the Zoom button, and then enter:
    • Unit of Measure. Enter or select one of the units of measure in which you buy this item from the vendor.

      Press the Insert key to add another unit of measure and cost.

    • Base Unit Cost. Enter the cost for this unit of measure.
    • Default. Double-click this field to switch it to “Yes” if this is the unit of measure and cost that you want to appear by default on requisitions and purchase.

Enter the unit of measure to which the Base Unit Cost applies.

Double-click this field to switch it to “Yes” if this is the unit of measure and cost that you want to appear by default on purchase orders.

Purchase Orders will use the lowest cost unit of measure and cost from the Vendor Contract Cost records.

Type a description using up to 30 characters. This description will appear on purchase orders, receipts, invoices, etc.

If you want to describe the item more completely, use the comments fields.

Enter the sale percentage reduction or the amount off, depending on the calculation method you choose.

For percentage and amount, the program calculates the sale cost from the base cost that you entered earlier.

Enter starting and ending dates for the sale. Purchase Orders will automatically use the sale cost if the requisition or purchase order dates fall within the sale period.

Enter the fixed sale unit cost for the item. For percentage and amount, the program calculates the sale cost from the base cost that you entered earlier, and displays it in the Sale Unit Cost field.

Select one of the following methods for establishing the sale cost:

  • base cost minus a percentage
  • base cost minus an amount
  • fixed amount

If the vendor also gives you a standard sale price (or an alternate seasonal price), choose a single unit of measure cost or costs for multiple units of measure.

  • If you choose Sale Unit Cost for Single Unit, enter the following:
    • Sale Unit Cost Based On. Purchase Orders provides three methods for establishing the sale cost—as the base cost minus a percentage, the base cost minus an amount, or as a fixed amount.
    • Percentage / Amount / Sale Unit Cost. Enter the sale percentage reduction, the amount off, or the fixed cost, depending on the calculation method you choose. For percentage and amount, the program calculates the sale cost from the base cost that you entered earlier.
    • Sale Unit of Measure. Enter the unit of measure to which the sale applies. (You can enter base unit costs for multiple units of measure, but specify a sale price for a single unit.)
    • Sale Starts / Sale Ends. Enter starting and ending dates for the sale. Purchase Orders will automatically use the sale cost if the requisition or purchase order dates fall within the sale period.
  • If you choose Sale Unit Cost for Multiple Units, click the Zoom Zoom button button, and then enter the following:
    • Unit of Measure. Enter or select one of the units of measure to which the sale applies.
    • Press Insert to add the cost for another unit of measure.
    • Sale Unit Cost Based On. Purchase Orders provides three methods for establishing each sale cost—as the base cost minus a percentage, the base cost minus an amount, or as a fixed amount.
    • Percentage / Amount / Sale Unit Cost. Enter the sale percentage reduction, the amount off, or the fixed cost, depending on the calculation method you choose. For percentage and amount, the program calculates the sale cost from the base cost that you entered earlier.
    • Sale Starts / Sale Ends. Enter starting and ending dates for the sale. Purchase Orders will automatically use the sale cost if the requisition or purchase order dates fall within the sale period.
    • Default. Double-click this field to switch it to “Yes” if this is the unit of measure and cost that you want to appear by default on requisitions and purchase.

Choose Percentage or Amount depending on how the discount is calculated. (For example, you might get 10% off when you order more than 100 items.)

Enter the discount available when you order the quantity specified in the From column. The program automatically fills in the To column if you add another discount level.

Enter the minimum volume required for the discount in the From field.

The program automatically fills in the To value when you add a second discount level.

You can enter up to 10 different discount ranges in the discounts grid, specifying the From volume and the Discount Percentage or Amount (depending on the discount method).

The To field of the last line is always blank.

Enter the minimum volume required for the discount in the From field.

The program automatically fills in the To value when you add a second discount level.

You can enter up to 10 different discount ranges in the discounts grid, specifying the From volume and the Discount Percentage or Amount (depending on the discount method).

The To field of the last line is always blank.

This field appears only if you select Round Up or Round Down in the Rounding Method field.

You might enter multiples such as “0.50,” “1.00,” “5.00,” or “10.00.”

Rounding applies to percentage discounts only.

Rounding applies to percentage discounts only.

Specify if you want to round the discount unit cost of the item calculated by the program. You can choose no rounding, rounding up, or rounding down. If you round the amount, you can also specify the degree of rounding (such as to the closest dollar or closest 100 dollars).

Select the tax authority for the item contract cost. The Finder displays only those tax authorities that allow tax to be included in the price.

The purpose of the Taxes tab is to let you specify taxes that are included in the item contract cost.

For example, gas prices in Canada have GST included in the price. If the contract price was for gas, the GST tax authority would be specified on the Taxes page.

The program displays the first tax class record for the tax authority. You can accept or change the tax class (for example, if you are tax exempt for this item).

Overview

Use the Vendor Contract Costs screen to assign vendors’ prices to your inventory items, specifying:

  • Base unit costs for single or multiple units of measure.
  • Sale unit costs for single or multiple units of measure.
  • Volume discount amounts or percentages.
  • Tax authorities and tax statuses for the contract cost.

Vendor contract costs appear as default entries when you add purchase orders, receipts, invoices, returns, and credit/debit notes. If no contract cost exists for an item and vendor, Purchase Orders displays the default item cost specified in the P/O Options screen.

You can view all vendors’ contract costs in the Unit Cost item Finder in the Purchase Order Entry, Receipt Entry, Invoice Entry, Return Entry, and Credit/Debit Note Entry screens.

The Contract Costs screen is similar to the I/C Item Pricing screen in the Inventory Control module. It lets you specify basic and sale costs for single or multiple units of measure, and specify percentage or flat amount discounts based purchase volumes.

Note: Vendor Contract Costs are not available in Sage 300 Standard.

Costs Tab

Use the Costs tab to:

  • Change the description for the item on the purchase orders to match the vendor's description.
  • Choose the base unit cost type (single unit of measure or multiple units of measure).
  • Enter the base cost or costs.
  • Enter the unit of measure for a single base cost.
  • If entering costs for multiple UOMs, specify the default cost and UOM for purchase orders.
  • Choose the sale unit cost type (single unit of measure or multiple units of measure).
  • Enter the sale cost or costs.
  • Specify how the sale cost is calculated:
    • Base unit cost minus a percentage.
    • Base unit cost minus an amount.
    • Fixed amount.
  • Enter the unit of measure for the cost.
  • If entering costs for multiple UOMs, specify the default cost and UOM for purchase orders.
  • Enter the sale dates for the item.

Discounts Tab

Use the Discounts tab to select the method for calculating volume discounts on costs, and enter the discount percentages or amounts to use.

Taxes Tab

Use the Taxes tab to assign the tax authorities and vendor tax classes that apply to the item.