The Commodity Codes frame allows you to create and maintain codes used to group similar parts together for purchasing purposes. Rather than entering a list of individual part numbers on a Purchasing Contract, a single Commodity Code can be used for a vendor.
For example, you might want to group all transmission parts together or all brake parts. Commodity Codes can be assigned to part numbers on the Part Main Catalog.
There are several standards that exist for commodity coding such as the National Institute of Government Purchasing (NIGP) coding structure that standardizing purchasing for consistency and efficiency in the ordering process.
Create
To create a new Commodity Code, click in the Code field in the Commodity Information section and type in the new code. This field has a limit of 13 characters. Enter a description in the Description field. This field has a limit of 30 characters.
Type – free form field, this is optional and can be used if your organization is using a standardized set of commodity codes. This field has a limit of one character.
Unit of Measure – type in a unit of measure or double click in the field to select one from the list of values (LOV); these codes are maintained on the Unit of Measure frame.
Markup Scheme – if you want to apply a Markup Scheme, enter one here or select one from the LOV.
Notes – free form notes field that can be used to enter any additional information about the commodity code.
Modify
To modify an existing Commodity Code type it into the Code field or double click in the field to select one from the LOV.
Click in the field or fields you want to change and type the new information over the existing information. Click Save to update the record.
Disable
To disable a Commodity Code, enter the code or select it from the LOV and select ‘Yes’ from the Disabled drop down to the right of the Description field. Click Save to disable the code. It will no longer be available for use.
Delete
You can delete a Commodity Code, provided it is not in use on any other tables in system. If the code is in use, you will not be able to delete the Commodity Code.
To delete a code that is not in use, load the Commodity Code you want to delete on the frame. Click the Delete button (Red X). You will receive a popup asking you to confirm the action. Click Delete to confirm the action.
System Flags
5101 – Use Part/Commodity Description for Parts Direct to Units/Departments? (Y/N) – if this flag is set to ‘Y’, instead of "Direct Unit [Dept] Part Charges", the part commodity description is used; if no commodity, then the part description. This flag only affects how the transactions appear on billing reports.
Last Update: 06/06/2016
NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.
Additional training and technical documents on this subject may be available in the Resource Files area.