Item Vendor Mapping Fields

The Item Vendor Mapping page now consists of two sub-tabs: Primary and Custom Fields.

Tabs

Primary

The Primary sub-tab captures all core details required to establish and manage an item–vendor relationship. Within this, you'll view the fields necessary to fulfill the Item Vendor Mapping, facilitating a successful completion of the process. Detailed descriptions of these fields are provided below for your reference.

Field	Description
Active Map	This checkbox allows users to activate or deactivate the mapping. When checked, the mapping will be enabled, ensuring that the specified item-vendor association takes effect. By activating the map, users ensure that the configured pricing and discounts are applied during procurement processes.
Item Number*	This field enables users to select the unique identifier of the item they wish to map. When a purchase order is created with the selected vendor and this item, the system retrieves the specified item's rate and discount automatically.
Add New Item	In the Item Number Field, users have the ability to add a new item. By clicking on the + icon, users are redirected to the Item module, where they can input the necessary information to create and save a new item. Subsequently, the newly created item is automatically included in the Item Field within the Vendor Item Mapping module.
Vendor*	In this field, users can select the vendor they want to associate with the chosen item. Clicking on this field will display a dropdown of Vendors created by the respective users. By linking the item to a specific vendor, users ensure that procurement transactions involving this item are directed to the selected vendor.
Is Default Vendor?*	This checkbox allows users to specify if the selected Vendor is the Default Vendor.
Vendor List Price*	This field allows users to specify the vendor's list price for the selected item and UOM. The value is used when creating Purchase Orders, providing visibility into the agreed-upon vendor pricing. When the Enable Item Unit Cost on Item Vendor Mapping application configuration is enabled, the system automatically populates this field with the calculated Item Unit Cost for the selected UOM. If the configuration is disabled, the Vendor List Price can be manually entered.
Vendor Discount*	Users can enter the discount provided by the vendor for the mapped item in this field. The specified discount will be applied to the item's list price when generating the purchase order, resulting in cost savings for the organization.
Vendor Part Number*	This field allows users to enter the part number assigned by the vendor for the mapped item. When an item with an existing Item Vendor Mapping is added to a Purchase Order, the system automatically populates the Vendor Part # field from this value, regardless of whether the Use Vendor Mapping Price in Purchase Modules app configuration is enabled.
Lead Time (days)	The value entered in this field represents the number of days the vendor typically takes to deliver the item after the order is placed. This lead time is used by the system to automatically calculate the Delivery Date at the Purchase Order line level by adding the Vendor Lead Days to the PO Order Date when an Item–Vendor Mapping exists.
UOM	Select the unit of measure applicable for the vendor item from the dropdown menu which includes Volume, Weight, Time, Size, and Count.
Vendor Part Description	This allows you to fill in the description of the assigned vendor part.
Internal Notes	This allows you to fill in any special instruction or notes for your team or vendor.
Inventory	This field mentions inventory num associated with the mapped item.
Item Unit Cost	This field displays the calculated unit cost of the item for the selected vendor and UOM. The value is automatically derived from the item's Standard Cost and the applicable UOM conversion factor based on the selected UOM. This is a read-only field and cannot be edited manually. The calculated Item Unit Cost is also automatically populated as the Vendor List Price, regardless of whether the selected UOM matches the item's Base UOM.

The Item Unit Cost field is available only when the Enable Item Unit Cost on Item Vendor Mapping application configuration is enabled.

When enabled, the system calculates the Item Unit Cost based on the configured UOM conversion. Therefore, Multi UOM must be enabled, the Dynamic Unit Price Calculation Based on UOM Factor application configuration must also be enabled, and the selected UOM must have a valid conversion mapping to the item's Base UOM in the Multi UOM Mapping module.

It is important to note that when an Item is created (either manually or via an upload) with a default Vendor, an Item Vendor Mapping will be automatically generated.

Custom Fields

The custom fields sub-tab allows you to define the custom fields for the item vendor mapping.

Field	Description
TEXT	A free-text field used to capture additional textual information related to the item–vendor mapping.
LIST	A dropdown field that allows selection from predefined values: LIST1, LIST2, LIST3, LIST4, LIST5.
MULTI LINE TEXT	A multi-line text field used to enter detailed notes or extended descriptions.
DISCONTINUED	A dropdown field with Yes / No options indicating whether the vendor item mapping is discontinued.
123	A numeric field used to capture number-based data such as reference values or identifiers.
MULTI-SELECT-LIST	A dropdown field allowing multiple selections from predefined values: LIST1, LIST2, LIST3.

After filling in all the details, click on the Save button in the top right corner of the page to save the details.

Header-level Options

The Options dropdown in the top-right corner of the Item Vendor Mapping page provides actions for managing the mapping.

• Show Activity: Displays a detailed log of actions and changes performed on the Item Vendor Mapping record, allowing users to track its activity and history.

The Comments option is available at the header level of the Item Vendor Mapping record. Users can add and view comments associated with the mapping, attach images and files to comments, and delete comments they have added. The Comments icon also displays the number of comments associated with the record.

Activating Item Vendor Mapping

To enable or disable the use of Item Vendor Mappings, see the App Config settings:

If the Restrict Automatic Item Vendor Mapping Creation app configuration is enabled, the system will not automatically create new Item Vendor Mapping records during item creation, updates, imports, or when the Default Vendor is changed. In such cases, Item Vendor Mapping records must be created manually. Existing Item Vendor Mapping records remain unaffected.