The Commodity Codes screen allows users to create customized commodity codes used in the Purchasing/Accounts Payable module.
1. From the Setup screen, click Commodity Codes.
The Commodity Codes screen defaults to the Classes tab.
2. To enter a new commodity code, enter information in the top row starting with the Code in the provided text box.
3. Enter the commodity code Description in the provided text box.
4. Select a designated Vendor from the pull-down to associate the commodity code with a preferred supplier.
5. Enter the Item # in the provided text box to identify a specific product or service linked to the commodity code.
6. Enter the Item Description in the provided text box to specify details about the product or service associated with the commodity code.
7. Enter the Unit Price in the provided text box to define the cost per unit for the item associated with the commodity code.
8. Enter the Unit of Measure in the provided text box to specify the unit in which the item is measured (e.g., each, dozen, box).
9. Enter the Threshold Limit in the provided text box to define the maximum total amount allowed for purchases from the selected vendor. For example, if the Threshold Limit is set to 50,000.00, the system will validate this amount when entering a Purchase Order, ensuring that the total does not exceed the specified limit.
10. Select a Buyer from the pull-down to assign the responsibility for managing the commodity code to a specific employee. The available buyers are pulled from the list of employees set up in Setup > Settings > Accounts Payable tab > Buyers.
When the Auto-populate Buyer from Commodity Class on Purchase Orders or Auto-populate Buyer from Commodity Class on IA Purchase Orders setting is enabled in Settings > Accounts Payable > Misc, the Buyer assigned to the selected commodity code automatically populates the Buyer field on purchase requests/orders.
11. Select the Only Warn on Violation check box to display a warning instead of blocking submission when Vendor, Buyer, or Threshold restrictions are violated.
12. Press the Enter/Return key to save the commodity code.
13. Click any of the fields to edit existing information.
Changes save automatically.
14. Click the delete button (red minus sign) to delete a commodity code.
See Additional Features for details on Exporting, Printing, Filtering, Importing, etc.