Use alternate vendors in QuickBooks Enterprise Solutions

Learn how to use alternate vendors in QuickBooks Enterprise Solutions 20.0.

If you work with multiple vendors, it's important to keep track of prices and lead times. You can use alternate vendors to match vendor items with inventory, and compare and choose vendors with ease.

Important: To use alternate vendors, you’ll need to turn on Advanced Inventory for QuickBooks Enterprise Solutions (QBES).

View vendor items

The vendor item list shows all inventory and non-inventory purchases from vendors in the last 12 months in just a few steps. It includes the price, date, and quantity of each purchase.

1. Go to Vendors and select Vendor Center.
2. Select the vendor from the Vendors tab.
3. Select the Items tab.

Upload a vendor price list

If you’re working with a new vendor, you can import their price list. It includes ‌item pricing, lead time, unit of measure, and part numbers.

1. Go to Vendors and select Vendor Center.
2. Select the Items tab, then select the Excel ▼ icon.
3. From the Excel ▼ dropdown, select Import from Excel….
4. Follow the next steps to upload the data.

Add/edit vendor items

You can add or change the vendor item list in the Add/Edit Multiple List Entries manually, or you can paste it from Excel.

1. Go to Vendors and select Vendor Center.
2. Select the Items tab, then select the Manage Vendor Items ▼ dropdown.
3. Select Add/edit vendor items to open the Vendor Items list in the Add/Edit Multiple List Entries window.

Tip: You can also conveniently map ITEM NAME and VENDOR TYPE with a dropdown.

Assign preferred and alternate vendors for inventory

You can select a preferred vendor and up to 4 alternate vendors for each item in your inventory. The preferred and alternate vendors for each item also show when you make a purchase order.

1. Go to Lists and select Item list.
2. Select an inventory item, then select Edit Item. You can also select Edit Item from the Item ▼ dropdown.
3. Assign preferred and alternate vendors:
   • To assign preferred vendors, select options from the Preferred Vendor ▼ dropdown.
   • To assign alternate vendors:
     1. Select Manage next to Alternate Vendor.
     2. In the Manage alternate vendors window, select Alternate from the Status ▼ dropdown next to your preferred alternate vendor.
     3. Select Save & Close.
4. Select OK.

Tip: You can also simplify this setup process using Add/Edit Multiple List Entries.

Compare vendors for purchase orders

You can compare alternate vendors with your preferred vendor with ease when you purchase inventory. Here’s how:

1. Create a purchase order and add at least 2 items.
2. Find the purchase order you created, then select an inventory item.
3. In the RATE, select the Compare vendors icon. This shows your vendor price lists and all vendors you’ve purchased from in the last 12 months.
4. In the Create Purchase Orders window, select a vendor from the VENDOR ▼ dropdown. Then, select View Vendor Price.

Tips:

• You can view the last price from your last purchase order and the price you imported from the vendor.
• If you’d like to see the total purchase order amount for a different vendor, select the Compare vendors icon again.

Use this info to select the best vendor for your items and update your purchase order.