Purchase Cost Control

Purchase Cost Control in PAR OPS enables users to monitor vendor purchase prices against contract prices, ensuring accurate cost management and preventing overpayments.

What is available in Purchase Cost Control?

The top panel is read-only and lists Vendors and Items enabled for the Item Price Control feature. The bottom panel lists all items set at a contract price for a particular vendor. This list changes based on the vendor selected in the top panel.

How do I add an item with a contracted price?

1. Go to Purchase Cost Control
2. Select the Vendor in the top panel
3. Navigate to an empty row in the bottom panel
4. Select the item from the Item Description column under the Vendor Item band to choose an item that is currently listed in Link Vendor Items.
5. Select Start Date
6. Enter Contract Price
7. Select Save

How do I add a new contracted price to an existing item's contracted price?

1. Go to Purchase Cost Control
2. Select the Vendor in the top panel
3. Navigate to the item in the bottom panel
4. Select End Date for the existing row
5. Navigate to an empty row in the bottom panel
6. Select the item from the Item Description column under the Vendor Item band to choose an item that is currently listed in Link Vendor Items.
7. Select Start Date
8. Enter Contract Price
9. Select Save

How do I create an item's contracted price from the list of items in Link Vendor items?

1. Go to Link Vendor Items
2. Select the Vendor
3. Select the item
4. Select Actions> Add/Update Vendor Price Control
5. Enter Effective Date
6. Enter Contract Price
7. Select OK
8. Go to Purchase Cost Control
9. Select the Vendor in the top panel
10. Review and update item details in the bottom panel
11. Select Save

How do I create a list items to post to Purchase Cost Control whose contracted price will be imported from the Initial Cost listed in Link Vendor items?

1. Go to Link Vendor Items
2. Select the Vendor
3. Select all items to be added
4. Select Actions> Add/Update Vendor Price Control
5. Enter Effective Date
6. Select OK
7. Go to Purchase Cost Control
8. Select the Vendor in the top panel
9. Review and update item details in the bottom panel
10. Select Save

How do I modify an item's contracted price?

1. Go to Purchase Cost Control
2. Select the Vendor in the top panel
3. Navigate to the item in the bottom panel
4. Enter the modifications
5. Select Save

How do I delete an item's contracted price?

1. Go to Purchase Cost Control
2. Select the Vendor in the top panel
3. Navigate to the item in the bottom panel
4. Select Delete
5. Select Save

How do I assign an item's contracted price to a group of stores?

1. Go to Purchase Cost Control
2. Select the Vendor in the top panel
3. Navigate to the item in the bottom panel
4. Expand the item's details
5. Select the Unit to apply specific cost controls for a unit or select the Unit Group to apply cost controls for a group
6. Enter the other details as appropriate for the specific group or unit
7. Select Save

How do I setup a vendor to be used with Purchase Cost Control?

1. Go to Vendor Administration
2. Select Options
3. Search for the Vendor
4. Navigate to the Enable Price Control column
5. Toggle On
6. Select Save

FAQ

Who cares about purchase cost control?

What is the goal of purchase cost control?

Items entered in Purchase Cost Control can be reported against to verify invoice pricing aligns with contract pricing.  Assigning an item to Purchase Cost Control does not limit units from ordering when items are outside of the price control range.

Where can this information be viewed?

What other reports or activities are impacted by an entry in purchase cost control?

Pricing discrepancies can be found  in the Cost Control Variance Report. To use this feature, ensure the vendor is set up in Vendors Setup and Enable Price Control is selected. Only vendors with this feature enabled are accessible from the Purchase Cost Control activity.