--- title: "Vendor Items Grid" slug: "new-vendor-items-grid" description: "View, edit, link, and create vendor item records from the Vendor Items tab of the Items page in R365 Inventory." updated: 2025-08-26T19:48:22Z published: 2025-08-26T19:48:22Z canonical: "docs.restaurant365.com/new-vendor-items-grid" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Vendor Items Grid In Beta This feature is in [beta](/doc/docs/user-research). Contact your CSM to learn more. > This article reviews the **Vendor Items tab of the** [**Items page**](/doc/docs/items). Learn more about the [Classic Vendor Items Page here](/doc/docs/classic-vendor-item-page). From the Items page Vendor Items tab, users can view the vendor items grid. From here, user can edit, link, and create vendor items. Vendor items are associated directly with a single purchased item and represent the vendor-specific item record for the purposes of AP invoicing and purchase orders. Since a purchased item might be supplied by multiple vendors or in varied case sizes, multiple vendor items can be associated with a single purchased item. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/bc23930b-c366-4a90-b6a2-069ccb9cd967.png) If a vendor supplies the same item with different case packs or item numbers, multiple vendor items representing the different purchase UofMs / item numbers are required. The item number for the vendor item should match the vendor order guide and vendor invoices. The vendor item number is used as the lookup value for [EDI AP Invoice Imports](/doc/docs/edi-vendor-integration-overview) and order guide imports. --- ## Security **Vendor items are found in the permission tree as follows:** - Food - Vendor Items - View Vendor Items - Edit Vendor Items - Create Vendor Items - Delete Vendor Items These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Navigation 1. Click the **Inventory** app. 2. Open the **Items** list. 3. Click **Items** to open the Items page. 4. On the Items page, click the **Vendor Items** tab. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9WAW8VD1.png) --- ## Vendor Items Grid The vendor items grid displays all vendor item records. Click a row to open the associated [Vendor Item Record](/doc/docs/new-vendor-item-record) in the new vendor item record sidesheet. ### Quick Filters The vendor items grid has two quick filters at the top of the grid: ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/a06460f4-1aef-44b8-9cfb-a13ce6f496ed.png) #### **Price Variance** Click the **Price Variance** filter to only display vendor items which have a current price variance or split price variance **greater** than the acceptable variance for the vendor item. Price Variances are calculated as the difference between the contract price and the previous price. #### **Unlinked Items** Click the **Unlinked Items** filter to only display vendor items that are **not** linked to a purchased item. Linked purchased items are displayed in the Item column. This filter will only display vendor items where the![Link Item](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/3894d6c0-bf58-4efb-8234-a37f7464b520.png) button is displayed. Learn more about [linking vendor items and purchased items](/doc/docs/vendor-items-link-items-sidesheet). ### Grid Columns The vendor items grid contains the following columns: | **Column** | **Description** | | --- | --- | | Item | The linked [Purchased Item](/doc/docs/purchased-item-record-overview-security) that this vendor item will reference and update. > If there is no purchased item linked to the vendor item, the **Link Item** button will be displayed. Learn more about [linking Vendor Items and Purchased Items here](/doc/docs/vendor-items-link-items-sidesheet). | | Vendor | The [Vendor](/doc/docs/vendor-record) that this vendor item is supplied by. | | Vendor Item Name | The Vendor Item name as it appears on the vendor order guide / vendor invoices. This field is used for reference only. | | Vendor Item Number | The identifying number of the vendor item. This number should match the Vendor Order Guide and Vendor Invoices. The vendor item number is used as the lookup value for [EDI AP Invoice Imports](/doc/docs/edi-vendor-integration-overview) and [Order Guide Imports](/doc/docs/order-guides-vendor-integrations-coming-soon). | | Brand Item Number | The brand identifier number given to the item. This field will only have a number when the vendor utilizes brand item numbers. | | UofM | Purchase unit of measure for the vendor item. UofMs used for vendor items must be tagged as **purchasing UofM**. > If this item is supplied by the same vendor using different case packs, multiple vendor items representing the different Purchase UofMs are required. | | Price | The current price of the vendor item based on the most recent price source. > The current price will replace the **Previous Price** each time the price is updated by a new price source. | | Vendor Pack Size | The pack size name provided by the vendor on order guides. This column is for reference only. | | Contract Price | The current expected price of the vendor item used for **purchase orders** and vendor contract price verification. > The Contract Price value is only input and updated manually. | | Previous Price | The previous price of the item. > The current price will replace the **Previous Price** each time the price is updated by a new price source. | | Primary | Indicates if the vendor item is a **Primary** item for the vendor. Used in [Purchase Orders](/doc/docs/purchase-orders-overview-security) to filter and populate orders. | | Variance | The difference between the current Price and the Previous Price. | | Contract Expiration | The agreed upon date that the Contract Price will expire. > This value must be manually entered and updated. | | Effective Date | The date that the Contract Price will be active for the vendor item. > When the Contract Price is manually changed, either through the Vendor Item grid or Import Tool, the Effective Date will reflect the date of the update. | | Split UofM | The [Split U of M](http://help.restaurant365.net/support/solutions/articles/12000038969-split-u-of-m) for the vendor item when the item may be broken down into individual items. Used with EDI integrations. | | Split Price | The current split price for the vendor item that is used in [Vendor Contract Price Verification](/doc/docs/vendor-contract-price-verification). The split price is the broken down price for each individual item that may be part of a casepack. > The value will be updated when there is a new split price updated by a new price source. The current split price will then replace the Previous Split Price. | | Previous Split Price | The previous split price. > The current split price will replace the **Previous Split Price** each time the split price is updated by a new price source. | | Split Variance | The difference between the Split Contract Price and the actual Split Price. | | Split Contract Price | The expected Split Contract Price for the Vendor Item that is used in [Vendor Contract Price Verification](/doc/docs/vendor-contract-price-verification). > This value is manually added to the vendor item record and will only update when manually edited by a user. | | Acceptable Variance | The threshold of variance % between the **Contract Price** and the actual **Price** that is acceptable. Used in [Vendor Contract Price Verification](/doc/docs/vendor-contract-price-verification). | | Price Source | Indicates which method was used to update the Contract Price: - **Invoice** - The vendor item was created automatically as part of an EDI AP invoice import, and the price was set to the price on the invoice. - **User** - Price was updated manually by a user on the Vendor Item grid. - **Order Guide** - Price was updated via an [Order Guide Vendor Integration](/doc/docs/order-guides-vendor-integrations-coming-soon) . - **Manual Import** - Price was updated via the Import tool. | | Created By | The user that created the vendor item. | | Created On | The date that the vendor item was created. | | Modified By | The last user that modified the vendor item. | | Modified On | The last time that this vendor item was modified. | --- ## Bulk Edit Selecting one or more Vendor Items will display the Bulk Edit Menu at the bottom of the screen. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/78adc956-3a45-423a-9879-1bebeef04977.png) ### Edit To edit the selected Vendor Items, click the pencil icon![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/9b1e9d58-0877-40df-b641-81b84f586db2.png). This will open the Bulk Edit form, where the 'Acceptable Variance' and 'Primary' attribute can be edited. #### Acceptable Variance ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/d1545fa5-3719-4d27-9142-f889bc63532c.png) #### **Primary** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/8e218539-9eb1-4bc7-8944-585abfdcb539.png) #### Delete > [!WARNING] > Vendor items that are tied to approved transactions **cannot be deleted**. This tool can only be used to delete vendor items that have never been added to AP invoices or purchase orders. To delete the selected vendor items, click the trashcan icon![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/4a4e4ab4-e666-44bc-b4f1-c7b631e9fdfd.png). Deleting a vendor item will remove it from all corresponding order templates, shopping lists, and open purchase orders. --- ## Creating New Vendor Item Records To create a new vendor item record, click **Create** and then **Vendor Item** from the drop-down menu. Learn more about the [vendor item record](/doc/docs/new-vendor-item-record). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/3ccba8a1-6153-44b1-b98a-8f4eaa737079.png) --- ## Vendor Item Record Deletion While the vendor item grid has a tool for deleting vendor items, this tool can only be used to delete vendor items that have not been tied to approved transactions. Vendor items that are tied to approved transactions (AP invoices, credit memos,) **cannot** be deleted. Users can instead take action to discontinue the vendor item. > [!TIP] > To **discontinue** a vendor item, confirm that the **Primary** setting is toggled off, and remove it from [Order Templates](/doc/docs/purchase-orders-create-and-edit-a-purchase-order-template) and [Shopping Lists](/doc/docs/purchase-orders-set-up-shopping-lists). > > > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/6588c333-ba4c-48d0-9f76-1a6144bc671c.png) > [!NOTE] > Only vendor items that have **not** been tied to any transaction in the system can be deleted.