Order guides are updated lists of vendor items available for locations to order. When a location has an order guide vendor integration set up, this list of available items is regularly updated and uploaded via an EDI file to an organization’s FTP site. R365 processes the data, which is then used to guide users when creating individual purchase orders from purchase order templates.
When a vendor has integrated order guides, the order guides will sync with purchase order templates that use that vendor. The items on a purchase order template using that vendor will show an item availability status. This status indicates which items are available and unavailable to order. When a purchased item has multiple mapped vendor items, R365 will update the order template to include the first available vendor item.
In addition to showing item availability to users, order guide vendor integrations enable R365 to update prices for vendor items directly from the vendor upon import of the vendor's order guides. Accurate prices improve the accuracy of purchase order totals and suggested orders. Contract Prices are also used for Vendor Contract Price Verification.
Order Guides Vendor Integrations are only available for selected Vendors. Refer to the Vendor Integration list for the Vendors with the order guides integration available.
To get set up with order guide vendor integration, contact your CSM or R365 Support.
Enable Order Guide Vendor Integrations
For an order guide vendor integration to be fully enabled, the following are required:
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1. R365 must be receiving order guides from the selected vendor.
To get set up with order guide vendor integrations, contact your CSM or R365 support to facilitate the integration.
Only vendors that have order guide integrations available can be set up with an order guide integration. Review the vendor integrations list for more information.
2. Locations must have an assigned Order Guide Reference number on the Vendor record Location tab to link incoming order guides.
A unique ID or Order Guide Reference is required for Order Guide Integrations. These Order Guide References can be assigned to each specific R365 Location (Cost Center) on the Vendor record’s Location tab. The Order Guide Reference ID can be obtained directly from the vendor.
The Order Guide Reference ID will not be the same number as the Vendor Number used for multi-invoice EDI integrations.
If you know your Order Guide Reference ID and have requested to enable order guide follow these steps to enter an Order Guide Reference:
Navigate to the Vendor Record Location tab.
If not already unchecked, uncheck the Available/Same All Locations checkbox.
To add a new location, select a location from the location selector.
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To edit an existing location, click the Order Guide Reference field for the location to enable the editor.Enter the correct ID in the Order Guide Reference field.
If adding a new location, click Add.
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If editing an existing location, press the Enter key.Click Save from the save menu to save and apply the changes.
Important Note About Vendor Shamrock
Most vendors only require an Order Guide Reference value for order guides coming in to R365. However, Shamrock requires an Order Guide Reference value for outgoing purchase orders (POs). When an order guide reference value is assigned and the vendor sends in order guides, the available/unavailable item tags will be visible on the purchase order template.
Vendor Item Record Updated Fields
Vendor Items are matched between imported order guides and R365 using the Vendor Item Number. When Order Guides are imported from a vendor, the following fields will be updated for matched vendor items, if available:
Price
Split Price
Vendor Pack Size
Vendor Item Name
Effective Date
Price Source
Previous Price (new vendor item record only)
Previous Split Price (new vendor item record only)
Fields on the vendor item record will only be updated when the effective date for the order guide is reached, or if the effective date has already passed when the order guide is imported.
When the price is updated, the previous price will be updated to the Previous Price field of the new vendor item record. The Price, Previous Price, and the variance between them can be reviewed on the new Vendor Item tab of the Items page.
New Vendor Items
If an imported Order Guide contains entries for Vendor Items that are not already in R365, new, unlinked vendor items will be created. New Vendor Items can be viewed, edited, and linked to Purchased Items on the new Vendor Item tab of the Items page.
It is recommended to review the Vendor Item tab regularly and link all new Vendor Items to Purchased Items. This will reduce unlinked or missing Vendor Items on AP invoices and provide insight on which Vendor Items are created via the Order Guide Integration.
Editing Order Guide Integrated Vendor Items
Vendor items that are associated with an imported order guide can be manually updated; however, any fields that are updated through the the order guide integration will be set to match the order guide the next time it is imported.
Purchase Order Template and Order Guide Sync
When an order guide vendor integration is enabled for a location, purchase order templates using that location and vendor will show a new availability status column on the item list. This will indicate which items are available and unavailable for order at the time that the purchase order template is open. Learn more about the purchase order template and order guide sync.