Loading a vendor agreement file

Phase 1 of the Vendor Agreement Import process consists of loading vendor items from a CSV file, identifying the items for purchase to be included on the item master, and viewing item detail.

To load a vendor agreement file

Access Vendor Price Agreement Import (PO536) to load vendor information.
On the Processing tab, specify where you want to load the vendor information.

Note: The Vendor Agreement Import process consists of three phases which you can run separately or together. If you want to run all three phases at the same time, or run Phase 1 and Phase 3 (Phase 2 is optional), select Yes in the appropriate Run Phase fields on the Processing tab.

Use the following guidelines to enter field values on the Processing tab.

Procurement Group

Type or select the identifier for the procurement group you are processing a vendor agreement for.

Agreement Reference

Enter a new or existing vendor agreement reference to specify where to load the vendor information.

Note: If you need to create a new vendor agreement, select the Agreement tab.

Run Phase (1) to Load Vendor Agreement File

Select Yes.

Run Phase (2) to Change the Lawson Item Flag

This phase is optional. Select No if you do not want to run Phase 2 or if you want to run each phase separately.

Note: Select Yes to run Phase 2 and you want to run all three phases at the same time.

Creating a vendor agreement

Run Phase (3) to Update Agreement Item

Select No to run each phase separately.

Note: Select Yes to run all three phases at the same time.

Defining agreement pricing
Select the Import tab to load vendor agreement lines.

Use the following guidelines to enter field values on the Import tab.

CSV File to Load

Type the name of the CSV file you want to load.

File Dictionary

Type the path where the Lawson interface file is stored.

Replace All

Select Yes to replace the entire agreement. A vendor agreement line cannot be deleted for an item if an order has already been placed.

Type No to update the existing agreement. For example, you can add new items, change items, or delete discontinued items.

Note: You should consult your vendor as to whether you should keep or replace your existing catalog records.

Default Item Flag

The default item value you select here is assigned to the Lawson Item flag for any new items you add. Select Yes if you want to use all new vendor agreement lines for pricing defaults. Select No if you do not want to create agreement lines for all items on file.

Note: You also can update the Lawson Item flag for individual items on Identify Lawson Items by Vendor Agreement Line (PO36.1) or for groups of items on the UNSPSC and User Field tabs.

Update Existing

You can make changes to existing Item Master records and vendor items.
Select the Agreement tab to create a new vendor agreement.
Use the following guidelines to enter field values on the Agreement tab.
Create New Agreement

If the agreement reference you entered on the Processing tab is new, select Yes to create a new vendor agreement.

Note: Complete the remaining fields on the Agreement tab to create a new agreement header record and pricing record.

Note: The header can be created manually on Vendor Agreement (PO25.1).

Select No if you are loading an existing vendor agreement. Leave the remaining fields blank.

Item Create Flag
This field determines how a Lawson item number should be created when adding the vendor item to the item master. If an item number needs to be created, select one of the following values:
- Sequential: Creates an item number by adding one to the last sequential item number that was used
- Assign: Creates an item number as the vendor item number, UPC, SKU, UPN, NDC, GTIN or manufacturing item number
- Manual: You manually assign the item number (if an item number is not found, the line displays in Vendor Agreement Import Manual Input (PO36.2) and you must add the item in PO36.2 first)
Item Assign Field

If the Item Create Flag is set to Assign, you must select the identifier that you want to assign to the item number.

Cost Tolerance Percent

The percentage entered here determines when the future cost requires user approval. To calculate the percent, the difference between the future cost and base cost is divided by the base cost. If the result is greater than the Cost Tolerance Percent, you must approve or delete the future cost on Accept or Delete Future Costs (PO36.6).

Cost Tolerance Amount

The amount entered here is compared to the difference between the future cost and the base cost. If the tolerance is exceeded, you must approve or delete the future cost on Accept or Delete Future Costs (PO36.6).
Note: You cannot use the Defaults tab to update existing records.
Optional. Access Accept or Delete Future Costs (PO36.6) to accept or delete vendor agreement costs for items that exceed the cost tolerance you set up on Vendor Price Agreement Import (PO536).

When you accept, the item becomes an agreement line.
Select the Defaults tab to enter values that will default to new item records created on Item Master (IC11.1).

Note: When you Inquire on PO36.1, only vendor items in the CSV file that did not have fatal errors will display. When you run Vendor Price Agreement Import (PO536), any items on the CSV file that did not have a vendor item value or any items that had alpha data entered in a numeric field will print as part of the output.
Run Vendor Price Agreement Import (PO536).
Access Identify Lawson Items by Vendor Agreement Line (PO36.1) to determine individual items that will be updated to the agreement line for price defaulting. You also can delete lines, change the Lawson Item field value, and view details.

Use the following guidelines to enter field values field.

Lawson Item

You can manually change this value to No for items you do not want updated to the agreement line.

Note: Only records with the Lawson Item value set to Yes can be updated on Vendor Agreement (PO25.1).

Select Detail to access View Vendor Agreement Line Detail (PO36.3). You can use this program to view item detail. For example, you can view the item identifier that the item number is assigned to, base cost, unit of measure, price break information, and UNSPSC codes and user field values from the CSV file.

Reports created by Phase 1

The Phase 1 Load Import File Error Detail report generates a line listing of vendor items with errors and the total number of records with errors.
The Phase 1 Load Import File report generates a summary of the number of agreement lines that were added, the number of agreement lines that were changed, the number of agreement lines that were deleted, the number of input records rejected with errors, and the total input records.
The Future Costs Analysis Report lists any vendor agreement lines with future cost effective dates that match or precede the Comparison Date (a user-defined date). The output lists agreement lines with base costs that are eligible to change by the Comparison Date.
The Update Existing Item Report lists updated items with no errors and the total for items with errors that are non-fatal. Items with non-fatal errors are listed individually.
The Update Existing Item Exception Detail Report lists item master and vendor item exceptions. The report prints only if you set the Update Existing field to Yes.