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Last Post 05/31/2019 10:49 AM by  Red
Vendor Divisions and Contracts
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Michelle Wetzel
Lawson Procurement Systems Specialist
Carle Foundation Hospital
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04/18/2019 8:59 AM

    We use PO25 to maintain our contracts. Our vendors are consolidated into one master vendor number per tax ID number. Vendors like Stryker, Bard, Medtronic, etc who have assigned different accounts to us for each of their divisions are then broken into Purchase Froms (pfroms). So that we can order the correct item from the right division, I have our PO25 contracts setup to tie items to vendor AND pfroms (when it matters) for divisions.

    This worked fine until our Surgicenter (which has different accounts for each division) started doing procedures that were once only at the main Hospital.  I now need to associate the Surgicenter's accounts (and pfroms) with the contracts ALSO.

    Checked with Infor...you cannot assign more than one pfrom to PO25.  Any suggestions? I really don't want to have to keep duplicate copies of the contracts for the Hospital and Surgicenter.

    Kat V
    Sr Supply Chain System Analyst
    South Broward Hospital District
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    04/22/2019 2:12 PM
    We use the purch froms as vendor divisions - not our locations - so I'm completely guessing.

    Can you tie the PO25 to the vendor and then use participants to tie to the correct accounting units?
    JonA
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    05/01/2019 2:56 PM
    We use the pfroms for the vendor divisions and also for each ship-to location within our system. So if there are 3 divisions for a vendor and each division has a separate ship-to account for 3 of our hospitals I'll build 9 pfroms. We do not use the pfroms on the agreement, only the vendor. We use participants on some agreements but most of our agreements are system wide. Once you have an agreement built with a vendor and pfrom I don't think you can just remove the pfrom. You'll have either to duplicate the agreement without the pfrom or maintain two agreement records for the same contract, one for the main hospital and one for the surgicenter. My preference would be to use addins to load an exact copy of the current agreement but without the pfrom and then put the original on hold. Then assign participants if needed.
    Jon Athey - Supply Chain Analyst - Materials Management - MidMichigan Health
    Jeff N
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    05/10/2019 7:15 AM
    EDI will map based on Vendor, Location and Purchase From so EDI vendors will get the right account number.

    Non-EDI vendors can be more of a problem. I put an enhancement request in with Lawson a couple of years ago to add a table (similar to ED40) to add account numbers to PO's for non-EDI vendors. The request was pretty well received and voted on but I don't think Lawson has moved on it. At a GHX summit, they stated it was the vendors responsibility to get the right account number...nice to say but it doesn't always work that way.
    JonA
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    05/10/2019 1:19 PM

    The account number for non-EDI vendors (and EDI vendors for that matter) can be added to AP10.2 on the Contacts tab.  Our buyers have access to only this tab so they can maintain contact information without needing to go through AP.  If the Account Number field is populated it will show on the PO when it's faxed, emailed or printed.

     

    Jon Athey - Supply Chain Analyst - Materials Management - MidMichigan Health
    Red
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    05/31/2019 10:49 AM
    Jon, et al,
    As a preface, EDI translation does address much of the challenge described here. To that end, Kat V recently started a thread about using the ED40 (EDI Substitution Table) and IPA to assign accounts for E-mail/Fax orders. I responded that we instituted such a process mid-last-year and I can discuss more on that thread.

    Back to the question... We also use the Purchase From to define the vendor division, the internal affiliate, and the transmission method. We also do not generally assign a Purchase From on the PO25 Agreement, but do have a fair number of exceptions. As we have a mix of Acute (JIT/LUM and Bulk), Ambulatory and ASC companies all pulling from the same pool of Agreements, we do run into issues where the AP10.2 (Vendor Loc) account number is not granular enough. Barring the technical solution we have, the other suggestion would be to build essentially a duplicate agreement with the separate Vendor/Purchase From combination and then managing those by participation and priority. Not a great solution but it is functional.

    If going down this path, just make sure that your more restrictive Agreement has a higher priority. So, as an example, if you generally do not manage participation (PO25.3), then build these Agreements with a higher priority (lower number) than the original agreement. That will push all locations through the new Agreement first, but since they are not defined as participants, they will "fall" to the lower/open Agreement. We do this with GPO Tier and Class of Trade issues successfully.

    Probably not much help, but just to have it out there,
    Red

    Learn from the Past. Prepare for the Future. Act in the Present.
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