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Item Number and Vendor Number Cross Referencing

Item number cross-referencing allows you to enter the unique item number that your company uses to identify an item in e-automate and ScanIT, as well as the manufacturer's item number or historical manufacturer’s numbers as a reference to look up inventory items. After you have entered these numbers, you can look up any item by your company's number or by the manufacturer's numbers in e-automate. You can enter as many of the manufacturer's numbers as you want, allowing you to keep track of the manufacturer's number history on each item.

This functionality allows you to search using an old number, giving technicians the ability to look up information about an item based on a number from their older parts manuals, provided the historical number remains in e-automate.

In addition to the item number and the manufacturer number, e-automate also allows you to enter the manufacturer’s UPC number in e-automate. The cross-reference ability also applies to the UPC number in the e-automate lookups.

Getting to the TransactionGetting to the Transaction

On the e-automate toolbar, click [Items] to open the Items window.

Do ONE of the following:

If the item has already been created, double-click on the item to open the Edit Inventory Item window.

If the item has not been created, do the following:

Click [New] to open the New Inventory Item window.

Complete the information for the new inventory item. (For additional information on how to complete a new inventory item, see the topics for Creating an Inventory Item.)

Vendors TabVendors Tab

Click the Vendors tab to bring it forward.

Click [Add] to open the Add Item Vendor window, or if you want to edit an existing vendor, double-click on the vendor.

Complete the following fields as appropriate:

Vendor: Name of the vendor from whom this item is purchased.

Unit of measure: Unit of measure in which the item is purchased from the vendor such as case, box, or gross.

Note: This field is not based on your system units of measure. You may not want to add all of your vendor’s units of measure on your units of measure table. After recording the vendor unit of measure, the Cost Per xxx field reflects this unit of measure.

Conversion factor: Number of the item within the unit of measure such as gross=144 and each=1.

Note: For example, you can order one case that contains 10 items. The purchase order will indicate one case. When the purchase order is received, e-automate increments the inventory by the number ordered times the conversion factor.

Note: PO Receiver does not support vendor item conversion factors.

Cost: Cost of the item at a unit of measure quantity.

Vendor item number: Item number the vendor uses for this item.

Note: This number is printed on the purchase order created for this vendor. The internal item number defaults in this field when you open the Add Item Vendor window. You can change it as necessary.

Barcode format: Barcode format you would like to assign to this item.

Note:This field is not being used with any product ECI currently supports.

Minimum order: Minimum quantity a customer can order at one time.

Lead time in days: Average number of days from when the order is placed with the vendor to when the order is received at your location.

To perform a price check on this item, click the stock price check icon next to the Cost field.

Note: Stock price checks are only supported for vendors who are associated with the PSN PO Export module.

E-automate displays a Stock Price Check Results window. This window lists the Vendor item number, Purchase unit of measure, and the Cost of the item associated with the Default facility ID specified on the PSN Vendor List window for this vendor during PSN vendor setup. The window also includes a grid displaying the Facility and Quantity of the item available at each facility specified in the Price check facility ID list (comma separated) on the PSN Vendor List window for this vendor during PSN vendor setup. Below this grid, the system lists the total quantity of this item that is available at all the specified facilities.

Click [Yes] to update the cost of this item in the item record and to close the Stock Price Check Results window. Depending on the vendor, when the cost is updated the purchase unit of measure is also updated.

Click [No] to close the Stock Price Check Results window.

To record a number previously used by the manufacturer, do the following:

Note: You use the History of vendor item number region to track numbers previously used by a manufacturer to identify a product. To search for an item based on all historical numbers, using the inventory QuickSearch filter's Item (Cross Reference) option. For more information on using the QuickSearch functionality, see the Using the QuickSearch topic.

In the Vendor item number field, enter the number previously used by the manufacturer.

Click [QuickAdd] to add the number to the list.

Note: You can remove the number as necessary. Select the number and click [Delete].

If this vendor is the preferred vendor for this item, check the Preferred item vendor checkbox.

Note: You can have only one preferred item vendor per inventory item.

Completing the TransactionCompleting the Transaction

Click [OK] to save the cross-referenced number information on the Vendor tab.

Click [OK] to save the inventory item information.