The item card in Business Central includes a set of purchasing-related actions in the ribbon. These let you maintain vendor information, prepayment percentages, special prices and discounts, and get an overview of orders for the item. This article walks through what each of these actions does and where you set things up.
You maintain multiple vendors for an item under the Purchase tab using the Vendors action. To maintain several item numbers for one vendor, you use the cross-reference table instead.
You set special purchase prices as fixed prices per vendor, currency, unit of measure, and date range. You set line discounts as percentages using the same structure.
You can view a combined overview of fixed prices and line discount prices using the purchase prices action.
Maintaining vendors for an item
On the item card, the Vendors action under the Purchase tab lets you handle the case where you buy the same item from more than one vendor. You can set a single vendor directly on the item card, but if there are several, you define them here.
For each vendor, you specify the vendor number, the vendor’s item number, and the corresponding lead time calculation. This way you can keep many vendors on file for the same item, each with their own details.
If you instead need to maintain several item numbers, or local trade item numbers, for one vendor, you do that in the cross-reference table rather than in the vendors list.
Setting up prepayment percentages per vendor
Also under the Purchase tab, the prepayment percentages action lets you define prepayment terms for each vendor you buy the item from. If you need a prepayment percentage when purchasing this item from a specific vendor, you set it up here.
Viewing orders and return orders for the item
The Purchase tab gives you a list of orders and a list of return orders for the item. These show the purchase lines and purchase return order lines where the item appears, including the vendor number and the document number.
From these lists, you can navigate directly into the document from the item card, which makes it quick to see where the item is currently in use.
Special purchase prices and discounts
Under special purchase prices, you can set special prices for vendors purchasing the item. The prices here are fixed prices.
For each entry, you define the vendor number, currency code, unit of measure, and a starting and ending date. You then enter the cost for the item. If you fill in a currency code, you must enter the direct unit cost in that currency. You can also set a minimum amount and similar conditions.
Separately, you can set up special discounts. These follow the same structure as the special prices, but use percentages instead of fixed amounts. For example, you can set up a line discount that applies when you buy from a specific vendor in a given currency code and at a given minimum quantity.
Overview of purchase prices
The last action gives you a combined overview of your purchase prices. It shows both the fixed prices and the line discount prices together, so you get a clear picture of the purchasing conditions for the item in one place.
Q&A
Where do I maintain multiple vendors for the same item in Business Central?
You use the Vendors action under the Purchase tab on the item card. There you define the vendor number, the vendor’s item number, and the lead time calculation for each vendor.
How do I maintain several item numbers for one vendor?
You do this in the cross-reference table, not in the vendors list. The vendors list is for maintaining multiple vendors per item, while the cross-reference table handles multiple item numbers or local trade item numbers for one vendor.
What is the difference between special purchase prices and special discounts?
Special purchase prices are fixed prices, while special discounts are percentages. Both follow the same structure, where you define vendor, currency code, unit of measure, dates, and minimum quantity.
What do I need to keep in mind when entering a currency code on a special purchase price?
If you fill in a currency code, you must enter the direct unit cost in that currency. You can also set a minimum amount and other conditions for the price to apply.
Can I see all purchase prices for an item in one place?
Yes. The purchase prices overview action shows a combination of the fixed prices and the line discount prices, giving you a single overview of the purchasing conditions for the item.