How to Show Only Vendor Items on Purchase Order !

It is a common business requirements that end user should only see the vendor items when creating a new purchase order, it is usually called a “Vendor Item Catalouge”.

Consider an actual business scenario in which a company deals with 1000 vendors, and each vendor has a set of 100 items at least, it is quite challenging to pick only the vendor items on the purchase order.

Even for small companies with small set of items, it would be quite structured business practice to only present the vendor items on a certain purchase order, without the need to list all the inventory items/ services and let the end user decide on which one to be added to a PO.

Item – Cross Reference 

The item cross reference is a functionality that helps you set up a link between the item and the customer or vendor along with an alternative vendor or customer item number.

For isntance, Item 1896-S illustrated below is provided by a sepcifci vendor and is given a unique different code which is  DESK-REG-0012

In order to setup a cross rerence, go to “Item Card” > “Navigate” > “Item List” > “Cross Reference”

On the item cross reference window, you need to fill out the following:

1. Specify the type first which is “Vendor” in our case,
2. Based on the type in the first step, the “Cross Reference Type Number” will open up either the list of vendors or customers to choose an existing card ID.
   
3. After choosing an existing vendor ID, fill out the “Vendor Item Number” under Cross Reference Number. This number will show up on the Purchase Order under the vendor item catalouge.

Important Note !

• Keep in mind that every item can be assigned to multiple customers/ vendors, every assignment can have one unit of measurement and description.
• In case you are using item variant, cross reference can be linked on an item-variant level
• Every cross reference can have either the same or a different vendor/ customer item description which will show on the list of vendor items in our scenarios of a purcahse order.

Only Vendor Items on Purchase Order

Now in order to restrict the item list on the purchase order for only the list of vendor items, you need to follow the steps below:

• The standard item number column will still show the full list of items. You need to add a new column to the lines part of the purchase order from the “Personalize” function of business central.
• You can either keep the standard item number on the lines, or remove it and depent solely on the “Cross Reference Number” column

• Now as you click on the Cross Reference Number field, it will open up the cross reference list of items which represent the “vendor item catalouge” as illustrated below

It is important to rememeber that the above functionality applies to the sales order as well, by which you can restrict items on a sales order for the customer list of items only.

Best Regards,
Mahmoud M. AlSaadi