Import Vendor Info

Select Import Vendor Info to update existing items or create new items using a csv, comma delimited text, file. Fields that will update on existing items include item cost, retail price if the Vendor is marked as primary, plus any additional fields included in the file. If an item is included in the file but not found, a new item will be created.

Access
Grant permission to User Profiles in Access User Profiles > select a User Profile > Security > Inventory module > Item Maintenance > Import Vendor Info.

Import Vendor Info is a powerful feature that can change information on thousands of items at once. There is no option to reverse any changes made with this process. Access to this option should be limited to users who fully understand what changes will be made by the import process.

Select to navigate to the location of the Import Vendor Info file.

Select the field to use as the unique Key in the vendor file which will be used to find the correct item in Merchant Ag to update. If the key is not found, then a new item may be added depending on the Update Vendor Items and Add setting.

  • Item ID
  • Scan Code
  • Vendor Item ID
  • Both Item ID and Scan Code

The Update Item and Vendor Items and Add setting controls whether a new item or vendor record will be created if an item in the import file is not found.

  • No Records - Do not create a new item or a vendor item record if the key in the vendor file does not match an item.
  • Vendor Item Only - Create a new vendor record if the key in the vendor file matches an item but there is no vendor record for the selected vendor. If the key in the vendor file does not match an item, a new item will not be created. Select this option to add vendor records to existing items when those items need to be purchased from a new vendor.
  • Items and Vendor Items - if the key in the vendor file matches an item in Merchant Ag, but there is not a vendor record for the selected vendor, create a new vendor record. If the key in the vendor file does not match an item in Merchant Ag a new item will be created. This can be used to add new items.

Enter the Vendor ID that the file is for or select F12 to search.

If Set Vendor as Primary is selected, the vendor will be set as primary on all items that are updated from the import.

Fields

Vendor Item ID

  • Description - The vendor's item ID. Can be used as the Key.
  • Field - INVIMASTER.INVItem
  • Acceptable Values - Any alpha-numeric value up to 18 characters.
  • If Left Blank - The field will be skipped on existing vendor records and left blank on new vendor records.

Cost

  • Description - The vendor's replacement cost for one purchase unit
  • Field - INVIMASTER.INVVendCost
  • Acceptable Values - Any numeric value
  • If Left Blank - Cost will not be updated on existing vendor records and set to $0 on new vendor records

Retail

  • Description - The Level 1 selling price of the item. This updates the item price but Site pricing is not updated through Vendor Import.
  • Field - INMASTER.INMPrice1
  • Acceptable Values - Any numeric value
  • If Left Blank - Price will not be updated on existing items and set to $0 on new items

Effective Date

  • Description - The effective date for the new retail price.
  • Field - INMASTER.INMEffective
  • Acceptable Values - The current day or any day in the future

Item ID

  • Description - The Merchant Item ID
  • Field - INMASTER.INMID
  • Acceptable Values - 16 characters alpha-numeric value.
  • If Left Blank - Items cannot be added if left blank. Items can still be updated if another key field is selected.

Description

  • Description - The Item description
  • Field - INMASTER.INMDesc
  • Acceptable Values - 50 characters alpha-numeric
  • If Left Blank - Will not update the description on existing items. Must have a value on new items.

Category

  • Description - The category ID of the item.
  • Field - INMASTER.INMCat
  • Acceptable Values - Must match a category inMerchant Ag or will cause an import error
  • If Left Blank - Will leave the current category on existing items. Must have a value on new items.

Weight

  • Description - The item's weight for one stocking unit of measure
  • Field - INMASTER.INMWeight
  • Acceptable Values - Must be a positive numeric value
  • If Left Blank - Will ignore the weight on existing items. The weight on new items will be set to zero.

Scan Code

  • Description - The item's scan code. If used as the Key, will search for a match to update item information, or add a new item if the scan code does not exist. If not used as a key, then will add the scan code to existing items.
  • Field - INUPC.INUUPC
  • Acceptable Values - 18 digit alpha-numeric
  • If left Blank - Cannot be blank if used as the key. Does not cause a problem if left blank and not used as a key.

Purchase UOM

  • Description - The purchase unit of measure for the item from the selected vendor
  • Field - INVIMASTER.INVPurUnit
  • Acceptable Values - Must be a valid unit of measure in Merchant Ag.
  • If Left Blank - If updating an existing item with a vendor record for the vendor selected, the exiting PUOM will not be changed. If adding a new item or a new vendor record, this field cannot be blank.

Stocking UOM

  • Description - The stocking unit of measure for the item
  • Field - INMASTER.INMUnit
  • Acceptable Values - Must be a valid unit of measure in Merchant Ag.
  • If Left Blank - If updating an existing item, the existing SUOM will not be changed. If adding a new item, this field cannot be blank.

Conversion Operator

  • Description - The operator, multiply or divide, from purchase unit to stocking unit.
  • Field - INVIMASTER.INVConvOper
  • Acceptable Values - "M" for multiply or "D" for divide
  • If Left Blank - If updating an existing vendor item record, the existing Conversion Operator will not be changed. If adding a new item or new vendor item record, this field cannot be blank. Will print on the error report as "Vendor information not found".

Conversion Factor

  • Description - The quantity to convert from one purchase unit to one stocking unit
  • Field - INVIMASTER.INVConvFact
  • Acceptable Values - Must be numeric and greater than zero
  • If Left Blank - If updating an existing vendor item record, the existing Conversion Factor will not be changed. If adding a new item or new vendor item record, this field cannot be blank. Will print on the error report as "Vendor information not found".

Direct Cost

  • Description - The cost to order the item direct from the vendor
  • Field - INVIMASTER.INVVendDirCost
  • Acceptable Values - Must be numeric and greater or equal to $0
  • If Left Blank - If updating an existing vendor item record, the existing Direct Cost will not be changed. If adding a new item or new vendor item record, the direct cost will be set to $0.

Use Direct Cost

  • Description - This selection indicates that the item should be placed on a direct order by the vendor. It is only applicable to clients who have a distributor using EFC Vanguard. When the Download Vanguard Cost/Retail/Hazard service is run, this indicates that the direct cost from Vanguard Ag should update the item's replacement cost instead of the warehouse cost. This should be selected on Animal Health items that are ordered from TFC, as TFC will place a direct order to Universal for these items. Thus, the direct cost from Universal ends up being the county's cost as there is not a warehouse cost from TFC.
  • Field - INVIMASTER.INVUseDirectCost
  • Acceptable Values - "1" to use direct cost, "0" to use warehouse cost
  • If Left Blank - If updating an existing vendor item record, the existing Use Direct Cost setting will not be changed. If adding a new item or new vendor item record, the record will be set to use warehouse cost (unchecked).

Direct Price

  • Description - The price of the item to the customer when placing a direct order.
  • Field - INVIMASTER.INVDirPrice
  • Acceptable Values - Must be numeric and greater or equal to $0
  • If Left Blank - If updating an existing vendor item record, the Direct Price will not be changed. If adding a new item or new vendor item record, the direct price will be set to $0.

Mfr ID

  • Description - The ID of the manufacturer
  • Field - INMANUFACTURERS.INMFID
  • Acceptable Values - Must be a valid manufacturer ID that is set up in Merchant Ag
  • If Left Blank - The manufacturer on existing items will be ignored. New items will not have a manufacturer set, which is fine.

MFR Item

  • Description - The item ID from the manufacturer
  • Field - INMASTER.INMManufacturer
  • Acceptable Values - 20 character alpha-numeric value
  • If Left Blank - The manufacturer item on existing items will be ignored. New items will not have a manufacturer item set, which is fine.

Comment

  • Description - A comment for the item
  • Field - INMASTER.INMComment
  • Acceptable Values - 70 character alpha-numeric
  • If Left Blank - The comment on existing items will be ignored. New items will not have a comment, which is fine.

Ultimate Vendor Item

  • Description - The product ID of the item from the ultimate vendor in cases where product is ordered from one vendor but shipped from another vendor (the Ultimate Vendor). This can be used to look up items when entering a PO. In the Carhartt example, the client may have a Carhartt catalog that they wish to order from when doing a PO. If they have ultimate vendor item IDs filled in, they can just type the product ID from the catalog when creating the PO.
  • Field - INVIMASER.INVUltimateVendItem
  • Acceptable Values - 20 character alpha-numeric
  • If Left Blank - The ultimate vendor item on existing items will be ignored. New items will not have an ultimate vendor item, which is fine.

Purchase Source

  • Description - This setting is only applicable to clients who have distributor running Vanguard Ag. This setting is controlled by the Sale setting on the Basic Info section of Item Detail Vanguard and is passed down to Merchant Ag when the Download Vanguard Cost/Retail/Hazard service is run. This controls what type of electronic purchase order the item can be placed on - direct, warehouse, or both.
  • Field - INMASTER.INMPurchaseSRC
  • Acceptable Values - W = Warehouse, D = Direct, B = Both
  • If Left Blank - The purchase source on existing items will be left blank.

Status

  • Description - Sets the status of the item as active, inactive, or delete.
  • Field - INMASTER.INMStatus
  • Acceptable Values - A = Active, I = Inactive, D = Delete
  • If Left Blank - The status on existing items will be ignored. The status on new items will be set to active.

Min Stock Quantity

  • Description - Used in the Restock Entry function. When an item's quantity drops below this value, Merchant Ag will recommend ordering enough of the product to reach the maximum stock quantity. If a site is specified in the vendor import, the minimum stock quantity will only be updated at that site. If a site is not specified, the minimum stock quantity will update all active sites.
  • Field - INCLEVELS.INCDesiredStockQty
  • Acceptable Values - Must be a numeric value greater than zero.
  • If Left Blank - The minimum stock quantity on existing items will be ignored. The minimum stock quantity on new items will be set to zero.

Maximum Stock Quantity

  • Description - Used in the Restock Entry function. When an item's quantity drops below the minimum stock quantity, Merchant Ag will recommend ordering enough of the product to reach the maximum stock quantity. If a site is specified in the vendor import, the maximum stock quantity will only be updated at that site. Iif a site is not specified, the maximum stock quantity will update all active sites.
  • Field - INCLEVELS.INCDesiredStockMax
  • Acceptable Values - Must be a numeric value greater than the minimum stock quantity
  • If Left Blank - The maximum stock quantity on existing items will be ignored. The maximum stock quantity on new items will be set to zero.

Price Rule Source

  • Description - The source for pricing the item - either manual or a price rule group. This field always updates the price rule source on the item master and not on the site. Even if a site is selected in the import file. Only manual or a price rule group can be selected - item rules cannot be defined in the import.
  • Field - INMASTER.INMPriceRule
  • Acceptable Values - M = Manual, G = Price Group Rules
  • If Left Blank - The price rule source on existing items will be ignored. The price rule source on new items will be set to manual.

Price Rule Group

  • Description - The price rule group that the item is a member of. This will only apply if the Price Rule Source is also set to G.
  • Field - INPGROUPS.INPGID
  • Acceptable Values - Must be a valid price rule group in Merchant Ag
  • If Left Blank - Will error if the price rule source is set to G. If set to M, then this field should be left blank.

Reorder Group

  • Description - A free form text field that can be used to group similar items together for reorder or restock entry. For example, users can enter SP in this field on all items that should be reordered in the Spring.
  • Field - INCLEVELS.INCReorderGroup
  • Acceptable Values - Two character alpha-numeric
  • If Left Blank - The price rule source on existing items will be ignored. The price rule source on new items will be set to manual.

Shelf Label

  • Description - Indicates a shelf label should be printed for the item. If a site is specified in the vendor import, the shelf label flag will only be updated at that site. If a site is not specified, the shelf label flag will be updated on all active sites.
  • Field - INCLEVELS.INCShelfLabel
  • Acceptable Values - 1 = Yes, 2 = No
  • If Left Blank - The shelf label flag on existing items will be ignored. New items will not be set to print shelf labels.

Discontinued

  • Description - Marks the item as being discontinued so that it cannot be placed on POs.
  • Field - INMASTER.INMDiscontinued
  • Acceptable Values - 1 = Yes, 2 = No
  • If Left Blank - The discontinued flag on existing items will be ignored. New items will not be set to discontinued.

Show on Website

  • Description - Only an option for clients that have the Web Selling module enabled. Allows users to set the behavior for the item on how it displays on the product catalog website.
  • Field - INMASTER.INMOnWebsite
  • Acceptable Values - 0 = No; 1 = Yes, no price, not sellable; 2 = Yes, with price, not sellable; 3 = Yes, with price, sellable
  • If Left Blank - The show on website setting on existing items will be ignored. New items will be set to 0 so they do not show on the website.

Inventory Site

  • Description - The site for other settings in the import.
  • Field - INCLEVELS.INCSite
  • Acceptable Value - Must be a valid site in Merchant Ag
  • If Left Blank - This field affects the Min Stock Quantity, Max Stock Quantity, Reorder Group, and Shelf Label settings. if a site is selected for the import then these fields will only be updated on the selected site. If a site is not selected, then these fields will be updated on all sites.

Season Code

  • Description - Items can be associated with a particular season. The season codes used can be found in Setup then Access Seasons. Season Code is a selection on the main item filter and is a way to limit which items are being searched.
  • Field - INMASTER.INMSeason
  • Acceptable Values - Must be a valid season code in Merchant Ag
  • If Left Blank - The season code on existing items will be ignored. New items will not have a season code, which is fine.

Clearance

  • Description - Designates the item as a clearance item. There is a filter to exclude/include clearance items on the Inventory Valuation report.
  • Field - INMASTER.INMClearance
  • Acceptable Values - 0 = No, 1 = Yes
  • If Left Blank - The clearance flag on existing items will be ignored. New items will be set to 0, not on clearance.