Summary

The Commodity Code Maintenance window is used to classify procured items and attach them to an AP vendor. This allows quick access the PO history and pricing information of the procured item.

Commodity Codes are shared across the application, so the Commodity Codes created in one module will be available in another module.

Step by Step

1     Open the Commodity Code Selection window.

• The Commodity Code Selection window (AP> Maintenance> Commodity Code) will display all of the existing commodity codes in the system. Filter the displayed codes by entering the desired data and clicking the Refresh icon  .
• Highlight a commodity code and click the Modify icon to edit the commodity code.
• Highlight a commodity code and click the Delete icon to delete the commodity code from the vendor record.
• Click the Create icon to create a new commodity code. This will open the Commodity Code Maintenance window.

2     Create a new Commodity Code.

• Enter an NIGP Code for the new commodity code if you are using NIGP procurement.
  • NIGP codes are used to standardize and classify state and local government procurements.
  • The format for this field is determined on the AP Setup window (AP> Utilities> Setup> General tab> NIGP Code Length field).
• Enter an Item ID or click the field label to select one from a list.
  • Item IDs are used to identify inventory items. By attaching inventory item IDs to commodity codes, you can increase the depth of your inventory item purchasing, pricing, and vendor information tracking and reporting.
  • Inventory items are created and maintained on the Inventory Item Maintenance window (IC> Maintenance> Item).
• Enter a Description for the new commodity code.
  • The Commodity Code Selection window includes a Description search field. This field allows you to filter commodity codes by any of the words included in the description. In order to use this search option efficiently, be as specific as possible when creating a commodity code description.
  • This field can be up to 120 characters long.
• Check the Active toggle if you would like to begin using the new commodity code immediately.
• Click the Create icon to add a vendor to the Vendor Information section of the window. Once you have selected a vendor you will be able to edit the vendor line item information.
  • Check the Primary toggle to specify the selected vendor as the primary vendor for that commodity code. The primary vendor will always display at the top of the list of vendors attached to a commodity code.
  • The Last Purchase Date and Last Price fields will update as the commodity code is attached to committed purchase orders.
  • Enter optional pricing contract information in the Guaranteed Price, Guarantee Start Date, and Guarantee End Date fields. The Guaranteed Price will populate the Unit Price field of a new purchase order if the PO date falls within the guaranteed date range.
  • Vendors are created and maintained on the Vendor Maintenance window (AP> Maintenance> Vendor).
• Click the Save icon when complete.