Administrator - Item Database > Adding Multiple Purchase Options for a Single Item


Updated as of 12/2021

In the instance you purchase a product from more than one Vendor, you can configure this item in CNCentral with multiple Purchase Options to accommodate for the different vendor information for this item such as price, vendor item name, and vendor code. The item should have the same GTIN regardless of vendor and the two Purchase Options will have the same Inventory Setup information and share the same Item Name. Updating the Inventory Setup or Item Name of one Purchase Option will automatically update the Inventory Setup of all other Purchase Options for those select fields. If a common GTIN is not shared between two items, then they are separate items and will not need to have multiple purchase units attached to a single item, rather they should be separate Items with separate Purchase Options and Inventory Setups in the Item Database.

When Items are uploaded into CNCentral using the Vendor Item Upload tool and share a common GTIN, CNCentral will automatically create the second Purchase Option as part of the import process. The instructions below are for manually creating a second Purchase Option. 


To Add an Additional Purchase Option to an Item in the Item Database that Already Has One Purchase Option:

  1. Navigate to your local Item Database and search for the item. When located, click on the item name
  2.  Click on the Purchase Options tab
    1. Note: if you've already configured a Purchase Option for this item, it will be listed. If you need information on how to configure a Purchase Option, click here
  3. Click on the blue plus sign button on the bottom right hand side of your screen. Select Custom Defined or Select Template: 
    1. Custom Defined - Doesn't pull any data from GDSN or USDA's FoodData Central and therefore doesn't pre-fill any information for this Purchase Option. Selecting this options means you will have to manually enter all Purchase Option and Inventory data for this item including it's Description, Pack Size, Nominal Wt. and GTIN and you will have to completely configure the Inventory Units for this item. This is not the best practice. 
    2. Select Template -  This options uses the item's GTIN or GPC Code to pre-fill certain data based on information input by the manufacturer into GDSN. It is best practice to select a Template when adding multiple Purchase Options. 
  4. If you choose the Select Template option, click the template you want applied
    1. Note: this step doesn't apply to the Custom Defined Purchase Unit option
    2. Note: most items will only have one Template but it is possible for there to be several as in the case of some produce items. Click the template that is the closest to your item
  5. Fill in the following information: 
    1. Vendor - Select from the drop down list a Vendor to assign to this item
      1. Note: For the Vendor to appear on the drop down list, that Vendor must first have been created and configured in the Vendors module
    2. Vendor Item Name - Enter the name of this item as provided by the Vendor you purchase it from (or you can leave this as it's default)
    3. Pack Size - This field will pre-populate as the same Pack Size as the other Purchase Option but is editable
    4. Vendor Product ID - Enter the product code your Vendor uses when ordering this item
    5. Procurement Category - Select a Procurement Category for this Item from the drop down list
      1. Note: If you select a different Procurement Category than how the other Purchase Option(s) are setup, the other(s) will automatically update with this new Procurement Category
    6. Click the Save button
      1. Note: This will return you to the list of Purchase Options for this item. At this point, the system has recognized that an item has more than a single purchase option and linked the two together but the Purchase Option setup isn't complete
      2. Note: Once the system recognizes the linkage between two or more purchase units for a single item, any changes made to one Purchase Unit (such as Description, Pack Size, Nominal Weight, GTIN, District ID, and Inventory setup) will automatically update the corresponding Purchase Unit   
      3. Note: The newly created Purchase Option will automatically become the default Purchase Option. Selecting the radio dial of the Purchase Option that should be the default then selecting the Save button will ensure the correct Purchase Option is setup as the default
    7. Click on the name of the Purchase Unit you just added
    8. Add a price
      1. Click the Add Price button
      2. Select from the drop down list the contract that this price applies to (if applicable) 
        1. Note: In order for contracts to appear, they will first have to have been entered by Vendor in the Vendors module.
        2. Note: If the Vendor for the item is not read-only, click the Save button to save the Vendor to this item. The Vendor has to be associated with the item in order for the contracts to appear.
      3. Enter a price
      4. Click the Save & Close button of the Add Price flyout
    9. Click the Save & Close button on the top right hand side of your screen to save all changes to this Purchase Option data and return back to the Item Detail page
      1. Note: The default is to see only the Save button and not the Save & Close button. You will have to click the drop down and select Save & Close if you want to save the data and close the Purchase Option detail to return to the Item Detail page


Certain fields in the Purchase Options are shared between all Purchase Options and updating one will update all others. The fields that are shared between all Purchase Options are: 

  • General Info Tab - Item Name, Pack Size, Purchase Unit GTIN, Procurement Category
  • Inventory Setup Tab - Purchase Unit, Inventory Unit, Net Weight, Inventory Units in 1 Purchase Unit, # Servings in One Purchase Unit,# Servings in One Inventory Unit

Confirming the Values for one Purchase Option will also confirm for all.

Once all Purchase Options are setup for an item, users will be able switch between Purchase Options from the Forecast module.





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