Single Item / Multi-Vendor

For single line items that require multiple vendors to complete a project (i.e. blanks ordered from vendor A to be printed at vendor B) it is doubly important to utilize organization and communication features. Tools provided by Xebra will allow you to track a job’s progress, maintain communication with vendors and exceed your customer’s expectations. While we are referring to just a single finished product, this type of job actually requires multiple line items to represent not only the starting product or blanks but also the process or processes to complete the product. This outline will allow for each line item to stand on its own and represent itself in history records and on documentation. For use of a master Line Item with cost-only sub items see Complex Product Construction.

SCREEN	ACTION
New Job	Keep Job Type set as Standard Job and complete the suggested fields before selecting OK.
New Line Item Type	Keep as Item Code.
Item Data	Choose Item Code and pay attention to any Ordering Instructions.
Vendor/Scheduling Information	Enter or confirm the vendor to be used for the line item. Address each suggested field. Remember: This line item represents just one piece of the final product. It is here that you will need to adjust the Ship by Date and/or the Request/Due Date to allow sufficient time for supplemental vendor(s) to complete their part (on a job such as this, the only dates not to need adjustment will most likely be that of the last vendor to handle the product before delivery to the end user). Don’t forget to take advantage of the Re-order Date and the Tracking and Follow-up Date.
Line Item Quantities	Enter and confirm the Buy and Sell Quantities. Enter or confirm the Unit Cost and Price.
Line Item	Review all information for accuracy. As this product needs to first be sent to another vendor before it ships to the end user, the shipping address (defaulting to the customer) is inaccurate. Use the Alternate Address option here to redirect this product appropriately (Save time in data entry by using the Copy From feature). Utilize options such as Long Description and Instructions, Image, File Attachments, etc. as needed. Commands > New to add the next line item.
New Line Item Type	Keep as Item Code.
Item Data	Choose Item Code and pay attention to any Ordering Instructions.
Vendor/Scheduling Information	Enter or confirm the vendor to be used for the line item (If there is no Suggested Vendor on the Item Record, this will always default to the vendor on the initial Line Item. If a Suggested Vendor exists it may differ from the vendor you wish to use for this job so be cautious). Address each suggested field (Because we have initiated the creation of this Line Item from an existing Line Item most of this data will already be populated saving us re-entry). Again, pay special attention to the Ship By and Request/Due Dates to confirm accuracy. Don’t forget to take advantage of the Re-order Date and the Tracking and Follow-up Date.
Line Item Quantities	Enter and confirm the Buy and Sell Quantities. Enter or confirm the Unit Cost and Price.
Line Item	Review all information for accuracy. Utilize options such as Long Description and Instructions, Image, File Attachments, etc. as needed. If this is not the last process of this product you will want to again use the Alternate Address option. Continue to add line items as needed. Once all line items have been entered, close Line Item dialog to return to Order Entry.
Order Entry	Review all information for accuracy. Make Notes. Address Special Commission issues if necessary. Confirm the shipping address and use Alternate Address if warranted (Alternate Address should only be used here if the shipping address for the completed product differs from the standard customer shipping address). Continue via Actions > Prepare Vendor Purchase Order.
Prepare Vendor Purchase Order	Address suggested fields. Enter or confirm Shipping Information. Commands > Create Purchase Order.
Purchase Order Editor	Review data for accuracy. To add additional instructions use Options Menu. Once satisfied, File > Save.
Xebra Print Preview	Choose to print, fax or email. Once complete, close dialog to return to Prepare Vendor Purchase Order.
Prepare Vendor Purchase Order	Select the next vendor from the drop down and continue process. Continue this until all needed purchase orders are addressed and then close all screens to return to Order Entry.

Continue to visit this job throughout production to maintain notes and follow-up with each vendor (this is where the Tracking and Follow-up Date will be invaluable).