Tips on How to Use the Item Vendor Catalog Table in Microsoft Dynamics NAV

One of the most useful tools available in Microsoft Dynamics NAV to help keep your Items list clean and organized is the Item Vendor Catalog table. It is a dynamic table that enables users to record their Vendors’ own item numbers and associate them to your company’s own internal numbers.

Unfortunately this is one of the least utilized tools in Dynamics NAV that is not only very handy, but also very easy to use. Some of the other benefits include:

  • Reducing data duplication, thereby preserving the items list to only internal numbers
  • Linking multiple vendor item nos. to your own internal item number
  • Designating default vendors to specific items so that they’re suggested on Requisition worksheets
  • Entering either the internal item number or vendor item number when entering purchase orders

Examples of How to Associate Vendor Item Numbers to Your Company’s Own Internal Item Number

Item Vendor Catalog Table

On the Items list, clicking the Vendors button will open the Item Vendor Catalog table. You can enter the Vendor No., Vendor Item No. and Lead Time calculation. As you can see in the example below, I entered two different Vendor Item Nos.

NAV Vendor Table 1

Item Cross Reference Table

Not only is this data recorded on the Item Vendor Catalog table, but if you click the Cross Reference button in the ribbon, you will see that the same Vendor Item No. was copied over.

NAV Vendor Table 2

Both tables function essentially the same, the only difference is that on the Cross Reference Table, under the Cross-Reference Type field, you must select Vendor.

Vendor Item Catalog Table

If you go to the Vendors list, and you click on the Items button in the ribbon, you will open the Vendor Item Catalog Table. This is essentially a mirror copy of the Item Vendor Catalog table. As you can see below, all three tables share vendor item number data.

NAV Vendor Table 3.jpg

Purchase Order Processing

One other important function of storing Vendors’ Item Numbers, is that it is now available as a quick reference when processing Purchase Orders. Some of the larger vendors are able to dictate purchasing requirements from our customers; one of the most common requirements is that our customers must submit the Vendor’s own item number when submitting the order.

This is made easy on the Purchase Order using the Cross Reference No. field on the Purchase Order Line. (You may have to customize the PO Line and add it to the available columns).

You can now enter either your company’s own internal item number or the vendor’s item number when processing the order. As you can see below, I can easily access the vendor’s item list when entering line items.

NAV Vendor Table 4

Maintaining and preserving the items list requires a proactive and disciplined approach. The vendor item catalog function is just one of many easy-to-use functions available in NAV, yet one that is often overlooked. Establishing a practice of updating your list of Vendor Item numbers will not only help keep your items list clean, but it will also make it easier when processing a purchase order.

Read other helpful tips and tricks about Dynamics NAV here.

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